What Orchid Does With This File
Orchid eBound imports your inbound transfers - firearms shipped to your FFL by another FFL or by a private party, for local pickup by an end customer. These firearms are on your A&D bound book (you're legally responsible) but they are NOT available for sale and NOT on your balance sheet - the customer already paid the seller. Orchid handles the 'in-transit but not for sale' treatment.
Required File Format
Excel (.xlsx) - one row per firearm
Required Fields
- Customer Name (the end customer expected to pick up)
- Customer ID (must match Customer List, or flag as 'new customer at pickup')
- Customer Phone / Email
- Sending FFL Name
- Sending FFL Number (15-character full FFL)
- Sending FFL Address
- Serial Number (MUST reconcile to A&D Bound Book Open Inventory)
- Manufacturer
- Importer (if applicable)
- Model
- Type
- Caliber / Gauge
- UPC (if known)
- Received Date (when the firearm physically arrived at your store)
- Transfer Fee (your fee for the service)
- Customer Paid Status (paid, unpaid, partially paid)
- Pickup Status (notified, scheduled, awaiting NICS, picked up)
- Notes
Reconciliation Rules
- Serial Number MUST appear in your A&D Bound Book Open Inventory.
- Sending FFL Number should be the full 15-character FFL (not just first-3-last-5).
- If the customer doesn't yet exist in your Customer List, that's fine - they'll be created at pickup. Flag with 'new customer at pickup' in the Notes field.
Before You Start
- Inbound transfers that have been at your store more than 30 days may need follow-up (some states have laws about abandoned firearms). Review aging before cutover.
- Transfers where NICS was run but the customer never returned to complete pickup are a special case - some are 'NICS Delayed', some are 'denied/won't return'. Flag those to your consultant.
- Confirm each sending FFL is in your A&D bound book's 'Acquired From' history.
How to Export from Your Current System
QuickBooks POS
QBPOS does not natively distinguish inbound-transfer firearms from owned-inventory firearms. Most stores tag them via department or custom field. Export the relevant department/category subset plus the customer linkage.
Connected Data Systems (CDS)
Reports > Inbound Transfers (or FFL Transfers). Confirm with CDS support.
Celerant
Reports > FFL Transfers > Inbound. Export dropdown > Excel.
Coreware / coreSTORE
Inbound Transfers view (under coreCLEAR or Items). Click '...' > Excel Export. coreSTORE has native inbound-transfer support.
Trident 1 POS
Reports area > Inbound Transfers. Confirm with Trident 1 support.
Bravo
Reports > Inbound Transfers. Bravo has native transfer support.
Cervelle / Merchant Magic
Reports menu > Inbound Transfers. Export as CSV.
Watch Out For
- Inbound transfers must also be reflected in your A&D Bound Book Open Inventory export - the firearm is on your A&D book even though it's not for sale.
- Sending FFL number formats vary - 15-character format is the standard. Partial FFLs (first-3-last-5) are common in legacy systems and Orchid will reconstruct from our FFL database, but providing the full FFL is cleaner.
- If the inbound transfer is associated with a GunBroker, GunsAmerica, or other marketplace purchase, capture the marketplace order ID in the Notes field for cross-reference.
- Per the spec, inbound transfers are loaded by the Orchid development team via Jira. Your consultant submits the file.
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."