Part Master Data

Part Master Data

This transaction should be used by an FFL to create Master Data files for firearms. By creating these Master Data files, Users can be sure that the same models of firearms will be recorded with the same information every single time.
**NOTE: Part Master files are not limited to specific FFLs and/ or eBound Books. If a User is operating in eBound Book “A” when the User creates their Part Master file, when they switch to operate in eBound Book “B” the same Part Master files may still be accessed and used in transactions.

Create New Part Master

Compliance Alert!
The ATF requires all pieces of information to be recorded in the eBound Book with 100% accuracy. When dealing with the same firearms over and over again, Users are well advised to create Master Data files for these firearms. This will take the human error element out of part of eBound Book entries, further reducing regulatory risk. 
  1. Under the Configuration heading click Part Master, or, from any other screen, click Configuration and select Part Master from the dropdown. 
  2. The Part Master screen will now display. To add a new part, click Add Part.
  3. A popup box now appears with fields for each piece of information relating to the firearm such as; Item, Manufacturer, Model, Caliber, Type(select from drop down)
  4. Once all master information has been entered, click Save to proceed, or Cancel to abandon entry. 
  5. The Part Master page will refresh to include recently added Part Master Item. The Item No. may now be used in various transaction to auto populate firearm attributes.

Edit Part Master

  1. To edit or modify a Part Master Item, navigate to the Part Master screen. 
  2.  Locate the item number you wish to modify and click the Actions button. Select Edit from the dropdown menu.
  3. A popup box now appears with fields for each piece of information relating to the firearm; update any necessary fields. Once all changes have been made, click Save to proceed, or Cancel to abandon changes.
  4. The Part Master page will refresh to include all recently changed Part Master item attributes. 

Delete Part Master

  1. To delete a Part Master Item, navigate to the Part Master screen. 
  2. Locate the item number you wish to delete and click the Actions button. Select Delete from the dropdown menu.
  3. A popup box now appears asking to confirm part deletion. Click Yes to proceed and delete Part Master Item or click No to abandon item deletion.
  4. The Part Master page will refresh; the deleted Part Master Item will no longer appear. 

Uploading Part Master Data

Compliance Alert!
The ATF requires all pieces of information be recorded in the eBound Book with 100% accuracy. When dealing with the same firearms over and over again, Users are well advised to create Master Data files for these firearms. This will take the human error element out of part of eBound Book entries, further reducing regulatory risk.
  1. Click Upload Data under the Configuration heading or, from any other screen click on Configuration, and select Upload Data from the dropdown menu.
  2. The Master Data: Data Upload screen will now display.
  3. Under the heading Select Data Type to Upload, select Part Master.
  4. The Master Data: Data Upload screen will update and display the results for historic data uploads. 
  5. Under the heading Select Upload Operation, select the type of data changes you wish to execute.
    1. Available Master Data Upload Operations
      1. Add: Adds the information in the file selected for upload to the appropriate Master Data table (Part Master, Vendor Master, Customer Master). Should be utilized to make additions to the Master Data table.
      2. Edit: Edits Master Data information for the specific items in the file selected for upload to the appropriate Master Data table (Part Master, Vendor Master, Customer Master). Should be utilized to make changes to items already stored in the Master Data table(s).
      3. Delete: Removes the Master Data information for the specific items in the file selected for upload from the appropriate Master Data table (Part Master, Vendor Master, Customer Master). Should be utilized to remove items already stored in the Master Data table(s). 
  6. Under the area Choose File, select the file for import.
  7. Click Upload to execute the data upload. Do not refresh the page. Once data upload is complete, page will refresh and repopulate Upload History area.
  8. The Upload History area contains the following information regarding data upload(s):
    1. Data/Time: Data and time of processing of data upload.
    2. File Name: Name of file processed for data upload.
    3. Operation: Type of Master Data upload operation executed: Add, Edit or Delete.
    4. Successful Entries: Count of rows of data successfully processed via the upload.
    5. Errors: Count of rows of data not processed via the upload due to errors.
    6. Results: Click to view exact results for data upload by row.

Export Part Master Upload Results

  1. To view upload history, from the Configuration heading click Upload Data, or, from any other screen click on Configuration, and select Upload Data from the dropdown menu. 
  2. The Master Data: Data Upload screen will now display.
  3. Under the heading Select Data Type to Upload, select Part Master.
  4. The Master Data: Data Upload screen will update and display the results for historic data uploads.
  5. Click the Results button next to the specific upload you wish to view the results.
  6. Upload results will download as CSV export file. The download location depends upon the User’s browser settings. If the User’s settings are set to always inquire to which location to download files from the internet, the browser’s standard dialog box will open asking for the location to save the file. If the User’s settings are set to always download internet files automatically to the same location, the report CSV export will download to that location. 
Compliance Alert!
If any data fields (e.g. Serial Number, Zip Code) in the report contain leading zeroes (e.g., 001, 00900ADE, etc.), simply double clicking the file to open in most spreadsheet programs will drop those leading zeroes. This is a function of data in the spreadsheet program, not Orchid eBound Book. 

Avoiding Losing Leading 0’s in Export

      1. How to avoid losing these leading zeroes depends upon the spreadsheet program itself. To avoid losing leading zeroes in Microsoft® Excel®, follow the following steps:
            a. Open Microsoft® Excel®.
            b. Open the Text Import Wizard.
            c. When the dialog box opens prompting the User to select the file to import, select the .csv file of the eBound Book export.
            d. Select the Delimited radio button. Click Next.
            e. In the Delimiters list, deselect the default delimiter (if applicable), and select Comma. Click Next.
            f. In the screen which prompts the User to select the data format of each column, select the Serial Number column and click the Text radio button to format Serial Numbers as text.
            g. Click Finish.
      2. To avoid losing leading zeroes in other spreadsheet programs, a quick internet search will point Users in the right direction. 

Part Master Upload Results 

      1. Locate the location of the saved download and import data as described above to prevent loss of leading zeros.
      2. The Part Master Results file will contain the following information:
            a. Item Number: Item Number as provided via data upload document
            b. Importer: Importer as provided via data upload document
            c. Manufacturer: Manufacturer as provided via data upload document
            d. Country of Manufacture: Country of Manufacture as provided via data upload document
            e. Model: Model as provided via data upload document
            f. Caliber Gauge: Caliber or Gauge as provided via data upload document
            g. Type: Type as provided via data upload document
            h. Results:
                  i. Successfully Posted: Item was successfully added, edited, or deleted from the Master Data table.
                  ii. Specific Reason(s) Item was Rejected:
                        1. Single error code or multiple error codes may be listed for each line item attempted to be uploaded.

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