Features and enhancements – FFL Compliance Manager – Version 6.2.12852.215

ENHANCEMENTS:

General:

1.       This release includes a security enhancement regarding a user designated as Administrator.  A user with this credential is disallowed from entering Kiosk mode. 

2.       We now allow a disposition of Ship: Customer Repair to a third party for repair or warranty.  Prior to this change a repair acquisition could only dispose to the same party from which it was acquired. 

3.       When printing your bound book you now have the option to include Open Dispositions.  Simply check the Open Dispositions checkbox under the Include section of your report filters.

4.       If you are integrating FFLCM with a point-of-sale ERP system, you now have some enriched integration capabilities available to you.  An Acquisition Queue is now populated when an ERP purchase order is received.  This queue can then be vetted by your Compliance Officer and finalized.  Once finalized, the acquisitions are recorded in your bound book.  You will find the Acquisition Queue details under Firearms->Transactions->Acquisitions.  For more information on this functionality, contact your account manager.

5.       Similar to the above when POS activity occurs, a Disposition Queue is now populated with that record.  This queue’s records, once finalized by your Compliance Officer, are recorded as dispositions in your bound book.  You will find the Disposition Queue details under Firearms->Transactions->Dispositions.  For more information on this functionality, contact your account manager.

6.       In support of the advanced integration mentioned above, there are 4 new reports available.  ERP Acquisition Change Log, ERP Disposition Change Log, ERP Integrated Acquisitions, and ERP Integrated Dispositions.  If advanced integration is not enabled, you will not see these report options.

7.       There has been a slight menu change regarding the FFLCM Agent.  To access the FFLCM Agent go to the top right of your screen and select Admin->2016-1 Compliance.  Previously, the menu option read Admin->FFLCM Agent.

8.       Prior to this release, a canceled transaction was automatically seller-certified.  With this release, both canceled and denied transactions require a manual certification.

Features and enhancements – FFL Compliance Manager – Version 4.5.0.9640.

ENHANCEMENTS:

General:

1.       In searching for a buyer record or a seller record, FFL Compliance Manager now allows searches for existing internal data (buyer or seller records you have added manually) as well as the most recently available EZ Check database.  If you select a record from EZ-check, all of the FFL info is filled in for you. FFL Compliance Manager now allows entry of FFL License Number with dashes, without dashes, or even just the district, region, sequence.

2.       Firearms now have a new status.  When a firearm is “available” and then placed on a 4473 document, the status of the firearm is changed to “committed”.  Once the disposition is finalized, the firearm status is then changed to “sold”. This status is viewable in Transaction Review.

3.       FFL Compliance manager now allows a previously denied 4473 to be overturned.  If a denial is overturned by NICS or State POC, the 4473 status can be changed from “denied” to “proceed” within a 30-day window.  The user is then allowed to proceed with the 4473 disposition.  The system will note the change, the date of the change, and the user making the change.

4.       The bound book record ID (or log ID) is now presented along with the 4473 sequence number from within transaction review.  This ID is also a searchable filter from within transaction review.

5.       A note can be added to a cancelled or disqualified 4473 Part B transaction.  If the transaction is cancelled during the Part B process, the system prompts for a note to be entered.  This allows for the FFL to enter information about the denial or cancellation for future reference.

Features and enhancements – FFL Compliance Manager version 3.1.0.9116.

ENHANCEMENTS:

General:

1.       In preparing a disposition, you now have the option of selecting a paper 4473.  When disposing a firearm with a paper 4473, FFL Compliance Manager provides the next available sequence number for you to write on the paper form.  If you do not want to use system generated sequence numbers, uncheck the “Use Sequence Numbers on Paper 4473” checkbox in Settings and Licenses.  In transaction review, the disposition is noted as being a paper 4473.  Additionally, the actual paper document can be scanned and attached to the disposition for future retrieval. Click here for more information.

2.       FFL Compliance Manager now warns that a transfer of any firearm may be prohibited when a buyer is under age 18.  It further warns if a transfer of certain firearms may be prohibited when a buyer is under age 21.

3.       A firearm SKU has now been added to the inventory count sheet.  The SKU can be manually populated within an acquisition transaction if you have Eagle POS Integration enabled.

4.       Firearms that are on loan can no longer be edited.  If a firearm’s attributes need to be adjusted, you will be asked to return the firearm first.  Once returned, you will be allowed to make the desired changes.

5.       Checkboxes for remembering Transferor and Transferee are now selected by default.

6.       This version contains an updated FFLCM Agent.  Simply click 'Download' from the FFLCM Agent page and follow the installation instructions.  FFLCM Agent is accessed from the Admin menu.

Features and enhancements - FFLCM version 2.38.0.8423.

ENHANCEMENTS:

General:

1.      FFLCM Agent is introduced with this release.  FFLCM Agent is an application that should be run on at least one Windows PC at each of your branches where a bound book is in use.  FFLCM Agent will download a local copy of acquisition and disposition records to a computer at the branch of the licensee.

2.      For Eagle POS users, Eagle POS Integration with FFLCM is available with this release.  Eagle POS now shows pending 4473 dispositions as well as actual 4473 and FFL dispositions.  These FFLCM transactions can easily be added to a POS transaction.  Additionally, an individual disposition can be flagged to be “re-sent” to POS from within the user interface.  For specific instructions on configuring Eagle integration and all of the various options, please contact your account manager.

3.      When Eagle POS Integration is enabled, acquisition transactions allow entry of a SKU if desired.  This SKU is not validated by your Eagle system.

4.      FFLCM now ensures that a disposition date does not precede the firearm’s acquisition date when issuing corrections to either the acquisition or disposition.  Doing so will interrupt the transaction and require the user to correct the disposition date.

5.      Bound books with no records can now be deleted.  This deletion happens from within the Manage My FFL user interface.

6.      Licensing and licensing management has been added to Manage Users.

7.      Branch security enhancements now require a user to have cross-branch permissions to view or report on the transactions from another branch.  Permissions are set in Role Maintenance.  Creating an acquisition, a disposition, or adding a firearm to Part B are now controlled with this setting.

8.      Electronic Compliance Log now records a log entry when a user manually changes the sequence number field inside Manage My FFL.

9.      When saving information throughout FFLCM, the Save button now animates and provides visual confirmation that the Save process was successful.

10.  FFLCM user interface now prevents a user from editing a superseded acquisition or disposition.  Transaction Review no longer shows superseded transaction by default.  However, checking the “Show Corrections” checkbox will display superseded transactions.

11.  Improved warning indicators for 4473 transactions will be noticed with this version.  Warnings in red font will appear when beginning a 4473 Part B if answers provided on a Part A disqualify or potentially prohibit the completion of a Part B.

Features and enhancements - FFLCM version 2.27.0.7662.

ENHANCEMENTS:

General:

1.      When running reports that have bound book as a filter selection, bound books or licenses of the logged-in branch show by default.  However, if the user has permission to view compliance transactions in other branches, the results will reflect all bound books or licenses. 

a.       Reports with bound book selection in the filter area include:

                                                              i.      Bound Book

                                                            ii.      Change Control Log

                                                          iii.      Disposition Report

                                                          iv.      Inventory Count Sheet

                                                            v.      Open Dispositions

                                                          vi.      Theft / Loss. 

b.      Reports with License Selection in the filter area include:

                                                              i.      Trace History

2.      A dashboard’s branch selection is now configured to use the logged-in branch instead of a user’s default branch.  If the user has cross-branch viewing permission, the list will include all branches.  Simply select a different branch to see that branch’s dashboard.

3.      Part B buyer list only shows buyers from the logged-in branch.

4.      Manage My FFL has been re-designed to streamline the management of multiple FFLs and their bound books.

5.      Manage My FFL now has an available sequence number field.  The number in this field is assigned to the sequence number on a certified buyer record.  The value in this field will increment by one when a buyer record is certified.  This field is kept for each branch.  An existing FFL will want to put their next available sequence number in this field do avoid gaps in sequence numbers.

6.      Electronic Compliance Report now has “license” as an optional filter criteria.

7.      Transaction review is now restricted to transactions in bound books owned by an FFL for the user's logged-in branch.

8.      Form 4473 and 3310.4 (if needed) are automatically attached to the disposition.

9.      Kiosk Mode user now requires the View Compliance and Create Compliance permissions to function properly.

10.  When disposing a firearm that is on loan, the user is prompted with a confirmation dialog.  Proceeding will automatically update the “Date In” field in the firearm assignment detail.

11.  When changing passwords, a new password assistance widget is now available that shows the user how they are progressing against the requirements of the password.

Features and enhancements included in FFLCM version 2.24.0.7405.

ENHANCEMENTS:

General:

1.      When an FFL goes out of business, the required export of a bound-book’s records along with an explanation of the data included in the exported .csv file is now supported.  The data file, along with column definition, is included in a single .zip file.

2.      Date-of-birth on 4473 restricted from entry of future dates.

3.      Firearm status has now been added to Trace Results and to the Trace History report.

4.      FFL Compliance Manager now restricts the disposition of a firearm in a bound book that is different from the bound book in which the firearm was acquired.

5.      Theft / Loss incident number is now present on “Found” acquisitions and “Theft / Loss” dispositions.

6.      When importing acquisitions, we now check for a "future date" and dis-allow those acquisitions.

7.      Buyer re-certification workflow is more streamlined and re-certification dates are properly updated on form 4473.

8.      General workflow cleanup as related to user authentication.  In particular, when using Multi-Factor Authentication and the absence or presence of either recovery email or recovery phone.

9.      Signature capture is now a controlled option.  If “no”, the user won’t be prompted for signatures.  This is controlled across the entire enterprise.

Features and enhancements included in FFLCM version 2.19.0.7146 and later.

FEATURES:

Workflow Improvements

When disposing a firearm with disposition type of “Ship: Customer Repair”, only serial numbers acquired as “Receipt: Customer Repair” are available.  Similarly, when acquiring a “Found” firearm, only serial numbers disposed as “Theft / Loss: Non-Interstate” are retrieved in firearm search.

Search Multiple Bound Books

When reviewing transactions, users can now search for transactions across multiple bound books.  This is helpful when searching for a serial number when you don’t know the bound book to which it was acquired or disposed.

Transaction Review

Transaction review now has a “Show Corrections” check box.  When checked, a full list of all corrections (including the original transaction) will show.  When unchecked, only the most recent version of the transaction is shown.

ENHANCEMENTS:

General:

1.      No longer able to dispose a firearm in a different bound book from that in which it was acquired.

2.      Once a firearm has been placed on a 4473, it is considered in progress.  This prevents that same firearm from being found in search results and disposed to someone else.

3.      The firearm’s serial number is now displayed with the firearm in Part B inquiries.

4.      New security settings available to control access to dashboards, to make corrections, to perform advanced compliance activities such as Traces, and to control access to the Manage page.

5.      Closing a bound book now checks for open dispositions or in-progress firearms before actually closing the bound book.

6.      Users are no longer able to create a disposition for a firearm that was never acquired.

7.      No longer able to edit firearm information for “Found”, “Repair”, or “Return” acquisition types.

8.      Buyer name now shows up on each step of the Part B allowing for quick, visual verification.

9.      Once a transaction has been corrected, you can’t correct it again.  If further corrections are needed, the user can’t correct the original, only the corrected transaction.

10.  All fields are required if data for any single field in Question 19 (Part B) is provided.  Question 19 is used for Gun Shows or other qualifying events.

11.  No corrections to firearm data for disposed firearms are allowed.

12.  4473 review and 4473 Status report now use disposition date, rather than buyer-certification date.

13.  IOI Inspection page now matches the look-and-feel of the Reports page.

14.  Kiosk user now goes directly to Part A beginning page.

15.  Excel exports now function on all devices, including iPad.

16.  FFL Compliance Manager now enforces a compliance regulation that a firearm acquired for repair gets returned (disposed) to the same person on the disposition.

 

Features and enhancements included in FFLCCM version 2.17.0.6957 and later.

FEATURES:

4473 Status Report

This report provides insight to pending 4473 dispositions.  Disposition status, number of firearms, and NICS status are some of the data elements exposed in this report.  Filters include name, dates, 4473 status, and the various NICS status.

Importing Acquisitions

From the Acquisition page, under the ‘More’ menu is the ability to import acquisitions directly into FFL Compliance Manager.  Choose ‘Export’ to provide the template.  Then fill in the template with desired data, save, and re-select for import.  FFL Compliance Manager takes over from here.

Support for Failed Login Attempts

FFL Compliance Manager now limits the number of failed logins to five.  Every 15 minutes, the count of failed attempts is re-set and the user can try again.  An administrator can unlock the user record whenever needed.

Email Support

A user can access the Help menu and select ‘Email Support’.  This email is sent directly to the FFL Compliance Manager support desk.

Repair Dispositions Inherit Seller Information from the Acquisition

When a firearm is brought in for repair, it is acquired and a seller record is selected or entered.  When the repair is complete and the disposition occurs, the seller information from the original repair acquisition is automatically passed to the disposition.

Preview Available in 4473 Part B

With this release, a Preview button is now available when beginning a Part B.

ENHANCEMENTS:

User Email Duplicates Not Allowed

Two users cannot have the same email address in the user maintenance application.

Seller Certification Moved to end of Disposition Workflow

The seller certification page, along with questions 33 and 34, has been moved.  They are now invoked in a new page which displays when the user clicks “Create Disposition”.  This certification page was previously displayed before the “Create Disposition” button was clicked.

Access Bound Book from Transaction Review

Users can now access the Bound Book report from the transaction page.  On the transaction page, under the review section, there is now a Bound Book button.  Clicking on that button brings the user to the bound book report page.

Features and enhancements included in FFLCM version 2.16.0.6749 and later.

FEATURES:

Ready to Transfer Report

One key area of concern for every license holder is managing the firearms that have been committed to buyers but not yet transferred.  This “ready to transfer” report provides a quick check on transactions that are ready to proceed (or for some reason delayed) and with a ship-date before or equal to today.  This listing can act as a “call list” and can help maintain a clean inventory.  In many bound-book management systems, firearms on this report would be referred to as “disposed, but not shipped”.

Theft / Loss Report

This report allows insight into the theft / loss activity of a license holder.  The theft / loss report can be accessed from the reports dropdown in the reports page.

Inspection Quick Audit

In a single click, this “quick audit” will generate a Bound Book, a Theft / Loss, a Change Log, a Trace History, and an Electronic Compliance report for an individual FFL.  This allows for quick compliance in the event of an onsite audit which allows you quick return to the customers in your branch.

Disassemble Dispositions

When disassembling a firearm this feature allows for ease of entering the corresponding acquisition.  Simply select disposition type of disassemble and proceed through the rest of the screen.  When done with disposition, the application will auto-populate the acquisition.  From there, simply make the necessary edits where allowed and click “Save”.  Both sides of the transaction are now quickly completed thus allowing for fewer chances of error.

Six Firearms in Same Transactions (4473.2)

If a single transaction includes more than five firearms, the application now prompts for auto-population of the 4473.2 form.  This form is automatically attached to the transaction and can be accessed from the Review menu.

Multiple Handguns in Five Days (3310.4)

Combined with branch-hour maintenance, this release now looks at open business days and will automatically prompt for the 3310.4. 

Branch hour maintenance allows the user to tell the system that your FFL is closed on certain days.  If you are closed on Sundays for example, the system will ignore counting a Sunday when calculating an individual’s multiple handgun purchases.  The 3310.4 logic will prompt the user if multiple handguns are sold on a single transaction or if multiple handguns are sold within a given 5 “open” business days.  A match includes first, middle, last name and birthdate of the transferee (buyer).

This form is automatically attached to the transaction and can be accessed from the Review menu.

Document Scanning

Many transactions require linking a “non-system” document to the transaction.  Examples could include a scan of a driver’s license or a scan of a valid FFL license.  FFLCM now allows for scanning of documents to a local drive and then attaching those files to a given transaction. 

Manage FFL Page

FFLCM now allows for various management and maintenance activities for your FFL licenses.  Adding or maintaining bound books, exporting bound book records, or closing a bound book are all available in this release.

Manage User Profile

This release of software introduces the ability for an individual user to manage key areas of their profile.  This list of profile attributes will grow over time.  Currently, we allow the user to change display name, cell phone number, default branch, and photo.

Home Page

Clicking on the logo in the upper left will take you to the home page.  The home page concept will grow and more items will be added with each release.  In this release, a user can manage key areas of their profile, change their default branch, and see a concise listing of the latest features and enhancements for each software level.

Branch Hour Maintenance

To manage branch hours, navigate to organization maintenance and click on branch.  If you are open for 24 hours, simply enter 12:00 AM in both the open and close boxes.  Holiday dates are also managed here.  It is particularly important in the case of a 3310.4 to manage holidays and closed days accurately.

ENHANCEMENTS:

Filter the Bound Book Report by Classification

Type I and / or Type II firearm filters are now available in the Bound Book Report.

Increased Password Strength

Passwords now require stricter validations.  Minimum length of 10 characters, at least 1 upper case, at least 1 lower case, at least 1 special character, and at least 1 numeric.  If password contains only one upper case letter, it can’t be the first character in the password string.  This change will be enforced when adding a new user or when changing a password for an existing user.

Bound Book – Interactive Grid View

The bound book report now has a third view – the Grid View.  This grid view has sort options by column, customized views of columns, and changing order of columns.  Simply select the “View As” option of “Grid View” to see what is now available for your bound book review.  Currently, bound-book is the only report with this “View As” option.

Firearms unavailable if committed to another disposition

When creating a disposition, firearms that are spoken for, or otherwise committed to previously saved transactions will not show in the list of available firearms.

 

Change Log for Firearms Compliance Manager for version 2.11.0.6400 and later

You can now track loans of firearms to employees under ATF Ruling 2010-1.  You can assign and return firearms in the Firearms Assign screen.  You can report on assignments via the Firearm Assignment report.

A selection of status codes has been added to the firearms tracked in Firearms Compliance Manager.  The status codes are:

·       Available – the firearm has been acquired, but not loaned out or disposed

·       Destroyed – the firearm has been scrapped / destroyed

·       Form Change – the firearm has changed its form through assembly / disassembly

·       Lost/Stolen – the firearm has been reported as Theft/Loss, non-interstate

·       On-hand Repair – the firearm was acquired from an individual for repair

·       On-loan – the firearm has been acquired but loaned to an employee

·       Returned – the firearm was acquired due to a customer return

·       Sold – the firearm was transferred to a non-licensee

·       Transferred – the firearm was transferred to a licensee

These statuses can be viewed in the Transaction Review screen and on the the Inventory Count Sheet Report.

The Bound Book Report supports export to Excel.  From the Reports screen, choose the Bound Book report and choose View As Excel.

Firearms are now classified as Title I (GCA) and Title II (NFA) firearms.  This classification is available on Firearm Traces.  In addition, you can include or exclude records by Firearm Classification on the Bound Book Report.

When a firearm is not located during a Trace Request, you can now record it as a failed trace. 

At any time during the e4473 process you can hit the Cancel Sale button to cancel a 4473 transaction and archive the 4473 form for later review. 

A new security permission has been added to allow the viewing and creation of transactions in other branches.  Users with this security will be able to view bound books for other branches, create compliance transactions in other branches, and view reports for data from other branches.

Administrators can manage system-wide settings and assign licenses in a new Settings and License screen.  It is accessed on the Admin menu.

Users can modify personal information for their User account in a new Preference Management screen.  Click on the dropdown menu under your name and select Manage Preferences.

You can now use a bar code reader to scan serial numbers on Acquisitions and Dispositions.