Orchid eBound Quick Start Guide

Orchid eBound Quick Start Guide

Welcome to Orchid eBound!  The steps contained within this guide will get you started in your new eBound Books.  More details for each step can be found in their respective articles.

Step 1 - Create Your eBound Book(s)

Note: Only Company Admin users may add, remove, and edit FFLs and eBound Books in the Manage FFLs transaction.
  1. Log in to the Orchid Software Portal using the credentials for your Company Admin account
  2. Select Orchid eBound Home from the vertical menu, Left hand side.
  3. Under the Configuration Heading select Manage FFLs.
  4. In the upper right hand corner, select the Add FFL button
    Add FFL Button
  5. The Add FFL pop up screen will now display. Fill in the following information:
    1. FFL No. Complete, 15 character FFL, no dashes or spaces
    2. FFL Expires This field will be automatically calculated using the date code in the FFL, and will not appear until data is saved
    3. Type Select the type of FFL from the dropdown menu
    4. FFL Name 50 Character Limit
    5. Address Physical, FFL Premises Address (NOT a P.O. Box)
    6. City
    7. State
    8. Zip
    9. Country
    10. Business Hours Required for Multiple Sales tracking, if left blank Multiple Sales Tracking will NOT function
    11. eBound Book Name Name of the eBound Book
    12. Multiple Sales Reporting Information Agency information for reporting Multiple Sales
  6. Click Save to save Bound Book or click Cancel to exit without saving.  The Manage FFLs screen will now display.
  7. Continue this process until all FFLs and associated eBound Books have been entered.
NOTE: Even though you have successfully entered and saved your new eBound Book, nothing will display in the Manage FFLs screen.  Users MUST enable permissions for this eBound Book in order to Manage FFL and/or transact with this eBound Book.


Step 2 - Update Permissions & Add Users

eBound Book User Types and Access

The Orchid Advisor's eBound Book enables administrators to determine the Type of user and set individual user access levels for the Orchid Software Portal and by individual FFLs and eBound Books.

There are four User Types that may be assigned to any User.  The User Type defines the Users' level of control over system data and other Users. Note: By default, the User that created the Orchid Software portal access account will be set as a Company Admin.

Type
Manage FFLs/Bound Books
Add/Edit Users
Add/Edit User Permissions
Add/Edit eBound Book User Permissions
Company Admin
Y
Y
Y
Y
User Admin

Y
Y
Y
Manager



Y
User






Company Admins may add, edit, or delete FFLs/Bound Books, add or edit all Orchid Software Users, determine access levels for all Orchid Software Users and manage account and billing settings.
Company Admin Menu:

  1. Support Center: All Users may access the Support Center.
  2. Change Password: All Users may access the Change Password screen to update his/her account password.  Note: User must enter their current password in order to change their password.  If User does not know his/her current password, User must log out and follow the Reset Password link on the login screen.
  3. Account Settings: Company Admins may access the Account Settings screen to update billing settings, cancel services, and request changes to plan type(s).
  4. Manage Users: Company Admins may access the Manage Users screen to Add or Edit any User, including establishing which page(s) within the Orchid Software Portal a User may access, which FFL/eBound Book the User may access, and what specific transactions a User may execute within a particular FFL/eBound Book.
  5. Set eBound Book: All Users may access the Set eBound Book screen to access and/or update the eBound Book he/she is currently viewing. Note: User's ability to transact is determined by his/her User Permissions as assigned by the Company Admin.
User Admins may add or edit all Orchid Software Users and determine access levels for all Orchid Software Users. Note: User Admins may NOT add or change FFL/Bound Books or Account Settings, including billing information.
User Admin Menu:

  1. Support Center: All Users may access the Support Center.
  2. Change Password: All Users may access the Change Password screen to update his/her account password.  Note: User must enter their current password in order to change their password.  If User does not know his/her current password, User must log out and follow the Reset Password link on the login screen.
  3. Account Settings: User Admins may access the Account Settings screen to view billing settings and company information.
  4. Manage Users: User Admins may access the Manage Users screen to Add or Edit any User, including establishing which page(s) within the Orchid Software Portal a User may access, which FFL/eBound Book the User may access, and what specific transactions a User may execute within a particular FFL/eBound Book.
  5. Set eBound Book: All Users may access the Set eBound Book screen to access and/or update the eBound Book he/she is currently viewing. Note: User's ability to transact is determined by his/her User Permissions as assigned by the Company Admin.
Managers may edit access levels for Orchid Software Users already established. Note: Managers may NOT add or change FFL/Bound Books or Account Settings, including billing information and may only edit Users which have already been established for the FFL/Bound Books which Manager has access.
Manager Menu: 





  1. Support Center: All Users may access the Support Center.
  2. Change Password: All Users may access the Change Password screen to update his/her account password.  Note: User must enter their current password in order to change their password.  If User does not know his/her current password, User must log out and follow the Reset Password link on the login screen.
  3. Manage Users: Managers may access the Manage Users screen to Edit a User that has already been established for an FFL/Bound Book to which Manager has been granted access. For the Users, Manager may establish which pages within the Orchid Software Portal a User may access and what specific transactions a User may execute within a particular FFL/Bound Book..
  4. Set eBound Book: All Users may access the Set eBound Book screen to access and/or update the eBound Book he/she is currently viewing. Note: User's ability to transact is determined by his/her User Permissions as assigned by the Company Admin.

Users may only edit his/her own password and set personal Default FFL/eBound Book.
User Menu:

  1. Support Center: All Users may access the Support Center.
  2. Change Password: All Users may access the Change Password screen to update his/her account password.  Note: User must enter their current password in order to change their password.  If User does not know his/her current password, User must log out and follow the Reset Password link on the login screen.
  3. Set eBound Book: All Users may access the Set eBound Book screen to access and/or update the eBound Book he/she is currently viewing. Note: User's ability to transact is determined by his/her User Permissions as assigned by the Company Admin.
User Permissions: A Company Admin, User Admin, or Manager may designate a User’s access to pages within the Orchid Software Portal and to which particular pages/transactions a User may access within the FFL/eBound Book. User Permissions maybe granted by page and/or transaction within the Orchid Sotware Portal and eBound Book application.

Creating User Accounts

Note: Only Company Admin or User Admin level users may create accounts within the system.
  1.  Log in using credentials for the Company Admin or User Admin account
  2. Click the name displayed in the upper right corner, then select Manage Users from the drop down menu
  3. Click the Add User button in the upper right corner of the Users screen
  4. The New User popup screen will appear.  Enter the Email Address, First Name, and Last Name for the user you wish to create
  5. If applicable, select whether the new User will be a Company Admin, User Admin, or Manager.
  6. Scroll to the bottom of the popup screen and click Save
After clicking Save, the Users page will refresh, and display information for the User that was just added.

The new Users' site access and FFL/eBound Book permissions must now be set.  To set the new Users' access and permissions, click on his/her email address under the Email heading.

1. The Edit User popup screen will now display.  For all eBound Book Users, a Default FFL must be selected.  Under the Default FFL heading, choose the FFL / Bound Book which this user will most frequently be accessing when transaction in the eBound Book.

2. Under the heading Available Apps, select the applications/pages within the Orchid Software Portal which the User will have access. Note: Only Apps/Pages to which your subscription allows we be available for selection; App/Pages that cannot be assigned will be indicated with a lock symbol. You MUST select "E-Bound Book Dashboard" in the Available Apps area for any User to access any/all eBound Book areas.

3. For each eBound Book, you may indicate if a User may access this book, as well as which pages/transactions within the system the User may access. Click Save to proceed and edit user or click Cancel to abandon any changes. Note: You MUST indicate “May Access” under the heading eBound Book to allow any particular page/transaction to be enabled for a User AND MUST select “E-Bound Book Dashboard” in the Available Apps area for any User to access the eBound Book. If either of these are left unchecked, a User WILL NOT be able to access eBound Book(s).

After completion of the above steps, and email will immediately be sent to your new user with a link allowing him/her to complete the creation of their Orchid Software account.

Creating an e4473 Kiosk User

To create an e4473 kiosk account, follow the above steps for creating an account, and leave the Admin Type check boxes blank..  Once the account is created, click the email address under the Email heading to set the account permissions.

1. Choose the Default FFL for the account.
2. Under the heading Available Apps, select E-Bound Book Dashboard.
3. Click the May Access check box under the name of the eBound Book you selected for the Default FFL.
4. Check the box next to Transact: Start e4473 Section B (2020 Revision).
5. Click Save to save the User permissions, or click Cancel to abandon the changes.

An email will be sent to the address used to create the account, follow the instructions in the email to finish setting up the account.  Save this login information, as you will be using it for your e4473 Kiosk.

Step 3 - Populate Your Master Data

While not required, Master Data may be utilized to ensure consistent data cross all transactions for every firearm, customer, and vendor.  The Orchid eBound Book system allows Users to manage Part Master, Vendor Master, and Customer Master data in mass via the Master Data Upload feature.

Master Data Types

Part Master: This transaction should be used by an FFL to create Master Data files for firearms. This allows for information consistency for receiving, serialization, and transfer transactions while saving keystrokes for these operations.
Customer Master: This transaction should be used by an FFL to create Master Data files for regular Customers. By creating these Master Data files, Users can be sure that the same Customer information will be consistently recorded in the eBound Book every single time.
Vendor Master: This transaction should be used by an FFL to create Master Data files for Vendors. By creating these Master Data files, Users can be sure that the same Vendor information will be recorded in the eBound Book every single time.

While the use of Master Data is not required, it is recommended to ensure consistent data is used in your eBound Book, as well as reduce keystrokes necessary to perform daily tasks.  Master Data can be added individually, or via bulk upload.  Click the name of each data type for specific instructions.

Step 4 - Populate Your eA&D Data

We're often asked by clients transitioning to the Orchid eBound Book system what their compliance requirements around historic bound book(s) are, and what are best practices for "old" data when converting.  Many customers are surprised to hear that there isn't a one-size-fits-all answer, and that our recommendations are based on several factors. Some of these factors include how an FFL previously maintained their bound book, the FFLs' future goals, how long the current FFL(s) have been active, what other software systems are utilized and how they are integrated (if at all), and what type(s) of FFLs and/or bound books are maintained for the premises.

Converting Bound Books

FFLs may maintain bound books in paper or electronic form (notice paper OR electronic form; hybrid systems (utilizing paper and electronic concurrently) are typically not permitted; any deviation from published Regulations and/or Rulings usually requires FFLs to obtain an ATF Approved Variance for their specific system). To meet regulatory requirements, it is recommended that within any previously utilized systems (paper or electronic), firearms in open disposition status (on FFL premises) be self-disposed and noted as acquired into the Orchid eBound Book on the date of the system conversion. When acquiring open dispositions into your new Orchid Advisors eBound Book, it is recommended firearms on premises be entered with their original acquisition information (see ATF Ruling 2016-1 for specifics regarding electronic bound books).

Historic Record Keeping

Please keep in mind that FFLs must maintain all bound book records in compliance with all applicable local, state, and federal requirements. Therefore, simply converting to a new system does not replace the requirement to maintain historic data/bound books in the prescribed formats as outline by applicable rulings/regulations. It is recommended paper books be maintained in such a location and condition to complete necessary trace and/or record requests in the regulated timeline, and that records be available for inspection on FFL premises during normal business hours. To review what records should be maintained and prescribed formats, FFLs may want to review:
  1. ATF Ruling 2016-1
  2. ATF Ruling 2016-3
  3. CFR Part 478


Upload Historical Transactions

To upload historical transactions, you will need to first upload the applicable acquisitions, then the applicable dispositions. For most users, executing the Receive Transaction Upload, and then a combination of FFL Transfer, Exempt Transfer, and/or Paper 4473 Transfer transaction upload(s) will complete these tasks effectively.

NOTE: If a serial number appears more than once in your historical transactions, you must upload the acquisitions and dispositions in the order in which they occurred. Do NOT attempt to upload multiple acquisitions of the same serial number; the system will reject any serial number that is a duplicate of a serial number in open disposition status.

Please see the Using Transaction Uploads article for more information on specific upload transaction instructions.

Step 5 - ATF Ruling 2016-1 Compliance

All FFLs utilizing cloud-based eBound Book solutions should follow one of the outlined methods to download and save the necessary data files daily.  ATF Ruling 2016-1 requires all data files to be downloaded to a physical storage device located at the licensee's business premises.

Manual Backup Downloads

To ensure all required records are maintained, it is recommended Users download and save each eBound Book daily.
To export a particular A&D Book as a CSV file, follow the instructions below:
  1. Next to the A&D Book heading, click Search/Query 
  2. Click the Export CSV button above the Disposition column
  3. A dialog box will appear with a link to the Export Downloads page where the file will be available for download
  4. Click the link, or navigate to the Export Downloads page
  5. If the status of the requested report is In Progress, allow additional processing time, then refresh the page
  6. Once the requested report is available, Download will display in the Status column.  Click Download to save report
  7. The export file will download to the default location in the User's browser settings.  

Automated Backup Downloads

Please see our article on Creating Backups for 2016-1 Compliance for more information regarding Automated Backups

Quick Start Video


Troubleshooting

I Created my Bound Book, but it's Not Appearing
Even though you have successfully entered and saved your new eBound Book, nothing will display in the Manage FFLs screen until permissions have been enabled for the eBound Book.  Please refer to eBound Book User Types & Access for more information.

I Cannot Access a Transaction/Area in the eBound Book
This issue occurs when the User logged into the eBound Book has been not been granted permission to access to this particular Transaction/Area in this eBound Book. A Company Admin, User Admin, or the associated Manager may update User’s access from the Manage Users area. Please refer to User Types & Access and Managing Users.

Every Transaction I Attempt Creates an Error
In order to conduct any type of transaction within the Orchid eBound Book, a default FFL must be selected for the User. Please refer to User Types & Access and Managing Users.

I'm Missing 0's When I Export my Bound Book(s)
If Serial Numbers in the eBound Book 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. Please refer to Avoid Losing Leading 0's for more information.

I Cannot Access a Specific Link Within the eBound Book System
This issue not caused by the eBound Book site, but rather some type of setting/software/etc. on the device(s) utilized to access the site or with user permissions for that device. We recommend a review of firewall settings and settings for any sort of security, malware, anti-tracking or antivirus software enabled on the device(s) you are utilizing to access the site. Many of these software systems have URL blocking features and/or features blocking access to sites with file downloads, which could be causing the inability to access you are experiencing. 

More information is available throughout the Orchid Online Support Center.  For questions, please submit a help ticket using the form at the bottom of the Help Center page.

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