Customer Master Data

Customer Master Data

This transaction should be used by an FFL to create “Master Data” files for Customers. By creating these Master Data files, Users can be sure that the same Customer information will be recorded in the eBound Book every single time. 

**NOTE: Customer Master files are not limited to specific FFLs or eBound Books. If a User is operating in eBound Book “A” when the User creates their Customer Master file, when they switch to operate in eBound Book “B” the same Customer Master files may still be accessed and used in transactions.

Create Customer Master

Compliance Alert!
The ATF requires all pieces of information to be recorded in the eBound Book with 100% accuracy. Although Orchid’s eBound Book is connected directly to ATF’s EZ Check database, there are several reasons a specific FFL may not be present in that database. When dealing with the same Customers over and over again that are not appearing in the EZ Check drop down in transactions, Users are well advised to create Master Data files for these Customers. This will take the human error element out of part of eBound Book entries, further reducing regulatory risk. 

  1. Under the Configuration heading click Customer Master, or from any other screen click on Configuration, and select Customer Master from the dropdown menu.

  2. The Customer Master screen will now display. To add a new customer, click Add Customer.
  3. A popup box now appears with fields for each piece of required information relating to the customer. 
    1. Customer No.
    2. Type
    3. FFL No. Complete, 15 Character FFL, do not include dashes and/or spaces. 
    4. FFL Expires: Field is automatically calculated from FFL Number 
    5. Customer Name 
    6. Address: Physical address of customer for use in documenting regulated transactions
    7. City: City associated with physical address of customer for use in documenting regulated transactions 
    8. State: State associated with physical address of customer for use in documenting regulated transactions
    9. Zip: Zip associated with physical address of customer for use in documenting regulated transactions
    10. Country: Country associated with physical address of customer for use in documenting regulated transactions
  4. Once all master information has been entered, click Save to proceed, or Cancel to abandon entry.
  5. The Customer Master page will refresh to include recently added Customer Master Item. The Customer Name may now be used in various transaction to auto populate customer information.

Edit Customer Master

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

Delete Customer Master

  1. To delete a Customer Master Item, navigate to the Customer 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 customer master deletion. Click Yes to proceed and delete Customer Master Item or click No to abandon item deletion.
  4. The Customer Master page will refresh; the deleted Customer Master Item will no longer appear.

Customer Master Data Upload

Master Data Uploads allow you to quickly generate Master Data without having to input vendors one at a time.  Select Upload Data under the Configuration heading.  On the Master Data: Data Upload page, select Customer Master from the list of templates.  Fill in the following information on the template to prepare for upload:

Customer Master Upload Data Fields / Template Columns
  1. Customer No.:
    1. Required
    2. Must be Unique; Customer No. Cannot be Duplicate
    3. 50 Character Maximum Length d. User defined; may be any string of letters and/or numbers
  2. Type:
    1. Required
    2. Case Sensitive Input
      1. Cannot Contain Additional Spaces Before/After Type Name
    3. MUST be Selected From Available Options
      1. Consumer: Individual
      2. Commercial: Business
      3. Law Enforcement: Federal, State, or Local Law Enforcement Agency located within the United States
      4. Government: Federal, State, or Local Government Agency located within the United States
      5. Int LE: International Law Enforcement; Law Enforcement Agency located outside the United States
      6. Int Govt: International Government; Government Agency located outside the United States
  3. FFL No.
    1. Complete, 15 Character FFL
      1. Do not include dashes and/or spaces
    2. FFL of vendor for use in documenting regulated transactions.
      1. System will only accept FFLs that are not in valid format.
  4. Customer Name 
    1. Required
    2. 50 Character Maximum Length
    3. User defined; maybe any string of letters and/or numbers
  5. Address
    1. Required
    2. 50 Character Maximum Length
    3. Physical address of customer for use in documenting regulated transactions
  6. City
    1. Required
    2. 50 Character Maximum Length
    3. City associated with physical address of customer for use in documenting regulated transactions
  7. State
    1. Required
    2. 50 Character Maximum Length
    3. State associated with physical address of customer for use in documenting regulated transactions
  8. Zip
    1. Required
    2. 50 Character Maximum Length
    3. Zip associated with physical address of customer for use in documenting regulated transactions
  9. Country
    1. 50 Character Maximum Length
    2. Country associated with physical address of customer for use in documenting regulated transactions

Uploading Customer Master Data  

  1. Under the Configuration heading, click Upload Master Data or, from any other screen click on Configuration and select Upload Master Data from the dropdown menu.
  2. Under the heading Select Data Type to Upload, select Customer Master.
  3. The Master Data: Data Upload screen will update and display the results for historic data uploads.
  4. Under the heading Select Upload Operation, select the type of data changes you wish to execute:
    1. Add: Adds the information in the file selected for upload to the appropriate Master Data table. 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. 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.Should be utilized to remove items already stored in the Master Data table(s).
  5. Under the area Choose File, select the file for import.
  6. 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.
  7. 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 Customer Master Upload Results

1. To view upload history, under the Configuration heading click Upload Master Data, or, from any other screen click on Configuration, and select Upload Master 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 Customer 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 

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.

To avoid losing leading zeroes in other spreadsheet programs, a quick internet search will point Users in the right direction.

Customer 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 Customer Master Results file will contain the following information:
            a. Customer Number: Item Number as provided via data upload document
            b. Type: Type as provided via data upload document
            c. FFL: Customer FFL as provided via data upload document
            d. Name: Customer Name as provided via data upload document
            e. Address: Customer Address as provided via data upload document
            f. City: Customer City as provided via data upload document
            g. State: Customer State as provided via data upload document
            h. Zip: Customer Zip Code as provided via data upload document
            i. Country: Customer Country as provided via data upload document
            j. 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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