This training manual provides step-by-step guidance for
Orchid users on how to properly generate, complete, and manage New York State
P12 forms during handgun acquisitions and dispositions.
The P12 form is a mandatory document for all handgun
movements in New York State. When enabled, Orchid automatically prompts users
to populate the required information and generates the P12 form at the
appropriate workflow steps.
When P12 Forms Are Required
P12 forms are required for all acquisitions and all
dispositions of handguns.
Acquisitions Include:
- Receive External Order
- Receive Against a Purchase Order
- Trades
- Consignments
- Customer Returns (handgun returned to store)
- Gunsmithing Workorders
- Inbound private party and FFL transfers
Dispositions Include:
- Sold Invoice (customer or FFL)
- Completing a Workorder
- Outbound private party transfers
System Configuration
Enabling P12 Forms
To activate P12 form automation:
- Navigate toManage > Store Configuration > Options > Pricing/Sales
- Enable the toggle: NYS P12 Form
- Enter your NYSP Code
To select the print layout:
- Navigate toManage > Store Configuration > Printers
- Choose either 4 per page or 1 per page
P12 Form Data Requirements
The P12 form includes a combination of:
- Auto-populated fields (from firearm data, customer/vendor data, or transaction records)
- User-entered fields (required at the time of generation)
Manually Entered Fields
- Date Issued (for FFL or permit)
- New/Used
- Barrel Length
- Employer/Agency
- Badge Number
- Issuing Authority
- Occupation
Auto-Populated Fields
- Make
- Model
- Caliber
- Serial Number
- Type
- Month/Day/Year (Date Received)
- “Received From” checkbox
- Vendor/Customer Name
- Type of gunsmith service or repairs (if applicable)
- Address (vendor/customer)
- FFL # (if applicable)
- County
- Dealer (your FFL name)
- Dealer Address
- Customer Pistol Permit Number (if attached to the account)
- NYSP Code
- Date of Birth (if attached to the account)
Acquisition Workflow
Receiving a Handgun via PO or External Order
When you enter the serial number, a popup will appear
prompting you to review and update related fields.
The fields include:
- Make/Manufacturer
- Model
- Serial Number
- Type
- Caliber
- Barrel Length
- Date Issued
Once the form is generated, the “Received From” checkbox
is automatically marked.
Receive – Trade / Consignment
For trade-ins, all required fields will be pulled from the
customer record and the firearm attributes provided during the trade-in
process.
Customer Return (Return of Handgun to Store)
When a customer returns a handgun, the fields used during
disposition will be used to populate the acquisition P12 form.
Disposition Workflow
Sold Invoice (Customer or FFL)
Many fields will auto-populate. Any fields that require
manual input will appear in the item detail popup when entering the serial
number.
Manual Entry Required:
- Occupation
- Employer/Agency
- Badge Number
- Issuing Authority
- County
Gunsmithing Workorder – Selling / Disposition
This process uses the same field requirements as a Sold
Invoice, with one additional field:
- Type of Gunsmith Service Performed (auto-populated based on the selected service in the workorder)
When creating a workorder, the P12 form is generated at the
time of creation. Before generating it, select the Info button
to enter the required manual-entry details.
Manual Entry Required:
- Occupation
- Employer/Agency
- Badge Number
- Issuing Authority
- County
Accessing & Reprinting P12 Forms
A new menu item has been added:
Comply > P12 Forms
From this page, users can:
- Search P12 forms by Disposition Date
- Reprint individual P12 forms
- Bulk print multiple forms at once by selecting the checkboxes and clicking Bulk Print
Printing Format Requirements
Supported Print Layouts
- 4 Forms per Page
- 1 Form per Page
All forms will print in a 3×3 format.