NYS P12 Handgun Form Workflow

This training manual provides step-by-step guidance for Orchid users on how to properly generate, complete, and manage New York State P12 forms during handgun acquisitions and dispositions.

The P12 form is a mandatory document for all handgun movements in New York State. When enabled, Orchid automatically prompts users to populate the required information and generates the P12 form at the appropriate workflow steps.

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When P12 Forms Are Required

P12 forms are required for all acquisitions and all dispositions of handguns.

Acquisitions Include:

• Receive External Order
• Receive Against a Purchase Order
• Trades
• Consignments
• Customer Returns (handgun returned to store)
• Gunsmithing Workorders
• Inbound private party and FFL transfers

Dispositions Include:

• Sold Invoice (customer or FFL)
• Completing a Workorder
• Outbound private party transfers

 

System Configuration

Enabling P12 Forms

To activate P12 form automation:

1. Navigate to
   
   Manage > Store Configuration > Options > Pricing/Sales
2. Enable the toggle: NYS P12 Form
3. Enter your NYSP Code

To select the print layout:

1. Navigate to
   
   Manage > Store Configuration > Printers
2. Choose either 4 per page or 1 per page

 

P12 Form Data Requirements

The P12 form includes a combination of:

• Auto-populated fields (from firearm data, customer/vendor data, or transaction records)
• User-entered fields (required at the time of generation)

Manually Entered Fields

• Date Issued (for FFL or permit)
• New/Used
• Barrel Length
• Employer/Agency
• Badge Number
• Issuing Authority
• Occupation

Auto-Populated Fields

• Make
• Model
• Caliber
• Serial Number
• Type
• Month/Day/Year (Date Received)
• “Received From” checkbox
• Vendor/Customer Name
• Type of gunsmith service or repairs (if applicable)
• Address (vendor/customer)
• FFL # (if applicable)
• County
• Dealer (your FFL name)
• Dealer Address
• Customer Pistol Permit Number (if attached to the account)
• NYSP Code
• Date of Birth (if attached to the account)

 

Acquisition Workflow

Receiving a Handgun via PO or External Order

When you enter the serial number, a popup will appear prompting you to review and update related fields.

The fields include:

• Make/Manufacturer
• Model
• Serial Number
• Type
• Caliber
• Barrel Length
• Date Issued

Once the form is generated, the “Received From” checkbox is automatically marked.

 

 

Receive – Trade / Consignment

For trade-ins, all required fields will be pulled from the customer record and the firearm attributes provided during the trade-in process.

Customer Return (Return of Handgun to Store)

When a customer returns a handgun, the fields used during disposition will be used to populate the acquisition P12 form.

Disposition Workflow

Sold Invoice (Customer or FFL)

Many fields will auto-populate. Any fields that require manual input will appear in the item detail popup when entering the serial number.

Manual Entry Required:

• Occupation
• Employer/Agency
• Badge Number
• Issuing Authority
• County

 

 

Gunsmithing Workorder – Selling / Disposition

This process uses the same field requirements as a Sold Invoice, with one additional field:

• Type of Gunsmith Service Performed (auto-populated based on the selected service in the workorder)

When creating a workorder, the P12 form is generated at the time of creation. Before generating it, select the Info button to enter the required manual-entry details.

Manual Entry Required:

• Occupation
• Employer/Agency
• Badge Number
• Issuing Authority
• County

 

Accessing & Reprinting P12 Forms

A new menu item has been added:

Comply > P12 Forms

From this page, users can:

• Search P12 forms by Disposition Date
• Reprint individual P12 forms
• Bulk print multiple forms at once by selecting the checkboxes and clicking Bulk Print

 

Printing Format Requirements

Supported Print Layouts

• 4 Forms per Page
• 1 Form per Page

All forms will print in a 3×3 format.

 

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