Merchant Magic™ POS Fulfills the Requirements for ATF Compliance.
Merchant Magic™ POS fulfills the requirements for ATF computerized record-keeping. This means that you no longer have to notate your firearms transactions in a paper bound book as it is being kept in a computerized bound book. Everything can be done using Merchant Magic™ and all serial records will be accessible from within the computer. Serial number searches are fast and efficient, and your bound book is legible!
Note. Please check with your ATF agent to determine if you need to submit a variance for computerized record-keeping.
Merchant Magic™ does the following:
Displays and prints reports in bound-book format for a specific serial number, customer, and/or date range. You can print your entire serialized history into a notebook or store it as a PDF file!
- Exports the data to an ASCII CSV file which can then be imported into EXCEL
- Merchant Magic™ stores your ATF records locally on your store servers and/or computers. It is NOT cloud-based.
- Merchant Magic™ has a built-in backup system that saves to an external hard drive or thumb drive. You can also purchase backup software from a third party software house and have your data stored in the cloud.
- You can print your repairs, regular and Class III books separately.
- Any changes to serial number information is kept in a log as a separate entry.
- You can search by acquisition date, manufacturer, customer, serial number and address.
"Can Merchant Magic keep me from making incorrect entries into my bound book?" Great question! Please note that while Merchant Magic™ is a powerful tool and it can identify missing serial entries in some cases, it does not correct your misspellings nor does it know when you have incorrectly added information. For example, if you incorrectly describe the model, your data will reflect this oversight. The software cannot look at the weapon and read off the actual model as described on the weapon. You also need to be vigilant of the ATF grammatical requirements and make sure you adhere to those when you enter the information. Just as your pen or pencil will not reprimand you for incorrect entries in the paper bound book, Merchant Magic™ will not reprimand you for incorrect entries in the bound book. If you write the acquisition record of a repair in the repair book, and write the disposition record in the firearms book, then the two records will not be in the same book. Please take the time to learn the tool so that it will work for you. In the end, software is no better than a riding lawn mower. It can do monotonous tasks very well and very quickly, but it still needs a good driver to guide it and insure that the garden hoses and dog toys do not find themselves in the direct path.
"Does the ATF Support Computerized Record-Keeping or Not?"
On December 17, 2013, the ATF came out with the 2013-5 publication. In this publication, the ATF does support computerized record-keeping as a means to expedite searches. In addition, it certainly alleviates eye strain during an audit and makes the audits go quicker. Below is an excerpt from the 2013-5 publication.
Excerpt from ATF CFR's pertaining to ATF record keeping requirements released 12/17/2013.
ATF understands that using computers to record and maintain firearms acquisition and disposition records saves time and money in bookkeeping and auditing expenses. Most businesses computerize inventory, sales, customer lists, and other business records. This allows companies to automate inventories, using technology such as bar codes or radio frequency identification (RFID) chips. Furthermore, this technology may facilitate better accountability of inventory, and reduce the potential for accounting errors. Computerized records also facilitate tracing and tracking of firearms through licensee inventories, thus reducing time spent by ATF officials examining records during the inspection process. Additionally, the search capability of electronically stored records makes it easier and faster for licensees to locate specific records and respond to ATF trace requests. Therefore, ATF finds that there is good cause to authorize a variance from the firearms acquisition and disposition recordkeeping requirements of the Federal firearms regulations.
ATF also finds that, provided certain conditions are met, the alternate method set forth in this ruling is within the purpose of and consistent with the provisions of 27 CFR 478.121, 478.122, 478.123, 478.125(e) and 478.125(f), and 27 CFR 479.131, because the same required information will be captured in the electronic acquisition and disposition record. Further, this alternate method is not contrary to any provision of law, will not increase costs to ATF, and will not hinder the effective administration of the regulations