Gunbook Entry window

Purpose

Use this window to view the details of a gunbook record. This window is automatically populated with information about the firearm when you receive gunbook-eligible inventory into AIMsi. If your store receives out-of-state firearm transfers or offers repair and service, use this window to manually create records for firearms you receive into your store for those purposes; this maintains them in the gunbook but keeps them from attributing to your inventory.

Note: It is important that your vendor and customer information is entered correctly so that your A&D records are accurate.

To access this window

This window may display automatically or manually as described below.

Automatically When you complete a gunbook eligible transaction and that transaction type is selected on the Setup Acquisition-Disposition System window.
Manually Click Edit Record or Add Record on the Edit Acquisition/Disposition Entries window.

Diagram

The following thumbnail illustrates the Gunbook Entry window. Click it to view a full-size image.

Item descriptions

Fields and boxes

Item	Description
Inventory Details section
Review	Select this check box if you need or want to review this record later. At that time, you can find any A&D record flagged for review by sorting on this option from the Edit Acquisition/Disposition Entries window
Pending Transfer	Select this check box if the item has been transferred out, such as for repair. At any time you can find any A&D record flagged as pending transfer by sorting on this option from the Edit Acquisition/Disposition Entries window.
Serial #	The serial number of the item.
Mfg	The manufacturer of the item.
Model	The model of the item.
Desc	A brief description of the item.
SKU	The SKU number of the item.
Barcode	The barcode of the item.
Color	The color of the item.
Size	The size of the item.
Cat	The category to which this item is assigned.
Subcat	The subcategory to which this item is assigned.
Acquisition Details section
Date/Ref	The date the item was acquired and either the invoice number, an abbreviation (such as RCVINV for Received From Vendor), or Manual, in cases where you added items directly to the A&D records (such as for gunsmithing). To quickly enter today's date, press T on your keyboard. To quickly back-date or forward-date by one day, use the Hyphen key (-) and Equal key (=) on your keyboard (alternatively, use the Minus Sign and Plus Sign keys on your keyboard number pad). To quickly back-date or forward-date by one month, use the Page Up and Page Down keys on your keyboard. The right-hand (Ref) box supports F6 functionality; the Choose Date window displays.
Type	The transaction type through which the item was acquired, such as Consignment or Transfer In.
Vend/Acct	The vendor number or customer account number from which the item was acquired. These boxes support F6 functionality; the Pick Vendor window or Pick Customer window opens.
Name F/M/L	The name of the vendor or customer (first, middle, and last, where applicable).
Addr 1	The vendor or customer's address (line one is typically the number and street address.
Addr 2	The vendor or customer's address (line two is often a PO box).
City/ST/Zip	The vendor or customer's city, state, and ZIP code.
County/Phone	The vendor or customer's county and primary phone number.
Email/SS#	The vendor or customer's email address and Social Security number (where applicable). The Social Security number is encrypted for staff members without permission to see Social Security numbers.
FFL/Exp	The vendor or customer's Federal Firearms License (FFL) number and expiration date. To quickly enter today's date, press T on your keyboard. To quickly back-date or forward-date by one day, use the Hyphen key (-) and Equal key (=) on your keyboard (alternatively, use the Minus Sign and Plus Sign keys on your keyboard number pad). To quickly back-date or forward-date by one month, use the Page Up and Page Down keys on your keyboard. The right-hand box (Exp) supports F6 functionality; the Choose Date window opens.
Bdate/Ethnicity/Gender	The customer's birth date, ethnicity, and gender. To quickly enter today's date, press T on your keyboard. To quickly back-date or forward-date by one day, use the Hyphen key (-) and Equal key (=) on your keyboard (alternatively, use the Minus Sign and Plus Sign keys on your keyboard number pad). To quickly back-date or forward-date by one month, use the Page Up and Page Down keys on your keyboard. The left-hand box (Bdate) supports F6 functionality; the Choose Date window opens.
DL#/Exp	The customer's driver's license number and expiration date. To quickly enter today's date, press T on your keyboard. To quickly back-date or forward-date by one day, use the Hyphen key (-) and Equal key (=) on your keyboard (alternatively, use the Minus Sign and Plus Sign keys on your keyboard number pad). To quickly back-date or forward-date by one month, use the Page Up and Page Down keys on your keyboard. The right-hand box (Exp) supports F6 functionality; the Choose Date window opens.
ST ID/Date/Exp	The customer's state ID number, the date of issuance, and the expiration date, if available. This may be any state-issued ID, such as the FOID (firearm owner identification) issued by Illinois. To quickly enter today's date, press T on your keyboard. To quickly back-date or forward-date by one day, use the Hyphen key (-) and Equal key (=) on your keyboard (alternatively, use the Minus Sign and Plus Sign keys on your keyboard number pad). To quickly back-date or forward-date by one month, use the Page Up and Page Down keys on your keyboard. The middle and right-hand boxes (Date and Exp) support F6 functionality; the Choose Date window opens.
Disposition Details section
Date/Ref	The date the item was sold, returned, or transferred out and either the invoice number, or other notation, in cases where you added items directly to the A&D records (such as for gunsmithing).
Type	The transaction type through which the item was disposed, such as Service Out or Transfer Out.
Vend/Acct	The vendor number or customer account number to which the item was disposed. These boxes support F6 functionality; the Pick Vendor window or Pick Customer window opens.
Name F/M/L	The name of the vendor or customer (first, middle, and last, where applicable).
Addr 1	The vendor or customer's address (line one is typically the number and street address).
Addr 2	The vendor or customer's address (line two is often a PO box).
City/ST/Zip	The vendor or customer's city, state, and ZIP code.
County/Phone	The vendor or customer's county and primary phone number.
Email/SS#	The vendor or customer's email address and Social Security number (where applicable). The Social Security number is encrypted for staff members without permission to see Social Security numbers.
FFL/Exp	The vendor or customer's Federal Firearms License (FFL) number and expiration date. To quickly enter today's date, press T on your keyboard. To quickly back-date or forward-date by one day, use the Hyphen key (-) and Equal key (=) on your keyboard (alternatively, use the Minus Sign and Plus Sign keys on your keyboard number pad). To quickly back-date or forward-date by one month, use the Page Up and Page Down keys on your keyboard. The right-hand box (Exp) supports F6 functionality; the Choose Date window opens.
NICS/Date	The NICS Transaction Number (NTN) and the date it was requested. To quickly enter today's date, press T on your keyboard. To quickly back-date or forward-date by one day, use the Hyphen key (-) and Equal key (=) on your keyboard (alternatively, use the Minus Sign and Plus Sign keys on your keyboard number pad). To quickly back-date or forward-date by one month, use the Page Up and Page Down keys on your keyboard. The right-hand box (Date) supports F6 functionality; the Choose Date window opens.
4473	The number on the 4473 for this disposition record.
Bdate/Ethnicity/Gender	The customer's birth date, ethnicity, and gender. To quickly enter today's date, press T on your keyboard. To quickly back-date or forward-date by one day, use the Hyphen key (-) and Equal key (=) on your keyboard (alternatively, use the Minus Sign and Plus Sign keys on your keyboard number pad). To quickly back-date or forward-date by one month, use the Page Up and Page Down keys on your keyboard. The left-hand box (Bdate) supports F6 functionality; the Choose Date window opens.
DL #/Exp	The customer's driver's license number and expiration date. To quickly enter today's date, press T on your keyboard. To quickly back-date or forward-date by one day, use the Hyphen key (-) and Equal key (=) on your keyboard (alternatively, use the Minus Sign and Plus Sign keys on your keyboard number pad). To quickly back-date or forward-date by one month, use the Page Up and Page Down keys on your keyboard. The right-hand box (Exp) supports F6 functionality; the Choose Date window opens.
ST ID/Date/Exp	The customer's state ID number, the date of issuance, and the expiration date, if available. This may be any state-issued ID, such as the FOID (firearm owner identification) issued by Illinois. To quickly enter today's date, press T on your keyboard. To quickly back-date or forward-date by one day, use the Hyphen key (-) and Equal key (=) on your keyboard (alternatively, use the Minus Sign and Plus Sign keys on your keyboard number pad). To quickly back-date or forward-date by one month, use the Page Up and Page Down keys on your keyboard. The middle and right-hand boxes (Date and Exp) support F6 functionality; the Choose Date window opens.

Buttons

Item	Description
Save	Saves any changes you made to the record and returns to the previous window.
Exit	Returns to the previous window without saving any changes.

Helpful links

AIMsi Online Help Version 11.0 ◊ Last Updated 6/22/2020
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