What Orchid Does With This File
Orchid POS imports your open firearm consignments - firearms you're holding on behalf of third-party owners (private sellers, estate sales, customer-brought consignment guns) that haven't yet sold. These firearms are also on your A&D bound book (you're legally responsible for them) but your store doesn't own them and they're NOT on your balance sheet. Orchid handles the dual accounting treatment.
Required File Format
Excel (.xlsx) - one row per consigned firearm
Required Fields
- Consignor Name (the customer who brought you the firearm)
- Consignor ID (must match your Customer List export)
- Consignor Phone / Email
- Consignor Address (sometimes you need to ship the firearm back if it doesn't sell)
- Serial Number (MUST reconcile to your A&D Bound Book Open Inventory)
- Manufacturer
- Importer (if applicable)
- Model
- Type (handgun, long gun, NFA, etc.)
- Caliber / Gauge
- UPC (if known - may not be present for older firearms)
- Consignment Date (when you took it in)
- Agreed Sale Price
- Consignor's Net (the amount the consignor takes home if it sells - your commission is the difference)
- Store Commission % (or flat fee)
- Listing Status (in-store, listed on GunBroker, etc.)
- Notes
Reconciliation Rules
- Serial Number MUST appear in your A&D Bound Book Open Inventory export. The firearm is on your A&D book even though you don't own it.
- Consignor ID MUST match your Customer List export. We need to link the consignment to a customer in Orchid POS.
- Agreed Sale Price = Consignor's Net + Store Commission. These three figures must reconcile.
- For firearms also listed on GunBroker, the GunBroker Listing ID should appear in the Notes field (or in the separate GunBroker export).
Before You Start
- Make sure each consignment has a signed consignment agreement on file. Orchid does not migrate contracts, but compliance requires you to retain them.
- If a consignment is currently in a customer's hands (out for inspection, range trial, etc.), that's an unusual state - confirm with your Orchid consultant.
- Decide your cutoff: any consignment that sells during the day of cutover may or may not be in this export depending on timing. Coordinate with your consultant.
How to Export from Your Current System
QuickBooks POS
QBPOS does not have a native consignment module. Most stores track consignments in custom item fields or notes. Export inventory filtered to your consignment department/category and your consignment-specific custom fields.
Connected Data Systems (CDS)
Reports > Consignments. Confirm with CDS support if not visible.
Celerant
Reports > Consignments. Export dropdown > Excel. Celerant has a native consignment module.
Coreware / coreSTORE
Consignments view (under Items or Customers, depending on your build). Click '...' > Excel Export. coreSTORE has native consignment tracking.
Trident 1 POS
Reports area > Consignments. Confirm with Trident 1 support.
Bravo
Reports > Consignments. Bravo has strong consignment support (it's a pawn-heritage feature). Export as Excel.
Cervelle / Merchant Magic
Reports menu > Consignments. Cervelle tracks consignments as a distinct transaction type in customer history. Export as CSV.
Watch Out For
- Per the spec: 'Customer, UPC, and attributes all must be present and reconcile between the consignment import file and final inventory and customer lists.' This is enforced by Orchid's import validation - don't skip the reconciliation step.
- Caliber mapping for consigned firearms is a known migration pain point - if the caliber in your consignment file doesn't exist in Orchid's caliber master, it creates a duplicate. Use Orchid's normalized caliber names (your consultant can share the list).
- Consignments where the consignor is deceased or unreachable need a different treatment under state abandoned-property laws - flag those to your consultant.
- If the consigned firearm is currently listed on GunBroker, make sure the GunBroker export and this Consignment export both reference it - they need to reconcile at cutover.
This file may contain sensitive information (customer addresses, pricing, costs). Send it to Orchid using the secure upload link your consultant provided. Do not email exports as unencrypted attachments.
Questions about this export? Reach out to your Orchid implementation consultant, or email implementations@joinorchid.com with the subject line "[Migration] [Your Store Name] - [Legacy System] [File Type] export."