What Orchid Does With This File
Orchid POS imports your active gunsmith work orders - customer firearms in your possession for service (scope mounting, Cerakote, action work, repairs, etc.). Each work order links a customer, the firearm being serviced (with serial number), and the service line items. The firearm is also on your A&D bound book (Type 07 FFLs especially) under the gunsmith sub-book.
Required File Format
Excel (.xlsx) - one row per work order line item
Required Fields
- Work Order Number (legacy system's ID)
- Customer Name (must match Customer List)
- Customer ID
- Customer Phone / Email
- Firearm Serial Number (MUST reconcile to A&D Bound Book if the gun is in your custody)
- Manufacturer
- Model
- Type
- Caliber / Gauge
- Service Description (per line)
- Service Code / SKU (if your system uses one)
- Service Price
- Status (received, in-progress, awaiting parts, complete-awaiting-pickup)
- Date Received
- Promised Date / ETA
- Tech Assigned (optional)
- Notes
Reconciliation Rules
- If the firearm is in your custody (and you're a Type 07 FFL), Serial Number MUST appear in your A&D Bound Book Open Inventory.
- Customer ID MUST match your Customer List.
- Multiple service line items on the same work order share the same Work Order Number.
- Sum of all service line items = total work order value.
Before You Start
- Decide your cutoff: any work order that completes on the day of cutover may need special handling. Coordinate with your consultant.
- Customer-owned firearms in your custody for service have a specific A&D treatment - confirm with your Orchid Compliance consultant if you're a Type 07 vs Type 01 FFL.
- Make sure all customer deposits or pre-payments on work orders are captured.
How to Export from Your Current System
QuickBooks POS
QBPOS does not natively support gunsmith work orders. Most stores use the Special Order or Custom Item workflow. Export those records.
Connected Data Systems (CDS)
Reports > Work Orders / Service. Confirm with CDS support.
Celerant
Reports > Service / Work Orders. Export dropdown > Excel.
Coreware / coreSTORE
Work Orders view. Click '...' > Excel Export.
Trident 1 POS
Reports area > Service Work Orders. Confirm with Trident 1 support.
Bravo
Reports > Repair / Work Orders. Bravo has native work-order support.
Cervelle / Merchant Magic
Reports menu > Repairs. Cervelle tracks repairs as a customer-history transaction type.
Watch Out For
- Per the spec, work orders are loaded by the Orchid development team via Jira. Your consultant submits the file.
- Customer-owned firearms in custody for service must be reconciled to the A&D Bound Book - common audit finding.
- If you're closing out a work order on cutover day, finish it in the legacy system FIRST so it doesn't appear in the open work order export.
- Gunsmith service catalog (the list of services you offer) is a SEPARATE export - see the Gunsmith Service Catalog guide.
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."