Orchid 4473 eStorage Training Guide

Orchid 4473 eStorage Training Guide



4473 eStorage Training Document


Orchid now has a native solution for storing 4473's and Multiple Sale documents. Please use this link to contact our sales team about 4473 eStorage.

With the release of our native 4473 eStorage, we have made several changes to eBound, you will see each area that was changed listed below. 

If you have not already setup your daily backup for your Bound Book, you will need to set this up prior to activating 4473 eStorage, you can follow this guide to complete the setup. 

Retail Transactions Menu Changes


  1. Section A - This is where you will assign serial numbers to a new 4473
  2. Section B - If you are not ulitizing a Kiosk, this will be where the customer enters in the key code which information required for their portion of the 4473
  3. Paper 4473 Disposition - This will allow you to enter in a Paper 4473 disposition, and will capture this disposition in the In-Process and Complete Table. In the In-Process and Complete Retail Report you will be able to manually upload the paper 4473 used to dispose of the serial numbers attached to the Paper 4473 Disposition Transaction. 
  4. FBI NICS - This will bring you to the NICS Portal to sign in and check statuses of the previous background checks submitted
  5. Kiosk - This will open the Kiosk Mode for the user signed in, disabling the ability to return to the eBound main menu

Retail Reports Menu Changes

  1. In-Process and Complete - This screen will capture and store all 4473's and relative Multiple Sale Forms. 4473's will be saved upon starting section A. 
  2. Multiple Sales Forms- All 3310 forms located in one spot
  3. Denied List- e4473 denial only forms
  4. Go to Orchid POS™ / eCommerce -A Quick navigation point to your POS and eComm if available.
Updates Within In-Process and Complete

  1. Search/Filter- You now have the ability to search/filter your in-process and completed forms by any of these drop downs. (Please note there is a hyperlink near the search button for additional fields):
  2. Status- Search by the section the form is at
  3. Serial Number, Manufacturer, Model, Importer, Firearm Type, Caliber/Gauge- Search by firearm characteristics
  4. First Name, Last Name- Search by customer information
  5. Created Section B Start/End and Completion Date start- Seach by date range
  6. Aging Filters- Toggle on any section to view forms over 30+ days. (Note-There is also an Aged 4473 button in the upper right corner which will turn red for any aged report)
 
The In-Process and Completed Table

Here you will find every form in order by completion. The line items show the date created, completed, last section completed, customer first and last name, serial number, manufacture, importer, model and type. If you have multiple firearms on one form a white box with three ‘…’ will appear next to the serial number showing all firearms included on the form. 



The Action Drop Down

The action button in line with the form provides different views depending on the status of the form. Your options are:

In-Process Section A - Resend the kiosk code for your customer to start section B or cancel the form from here.



In-Process Section B - Review Clicking review will take you, the retailer, to Section C to complete.


Once a form is completed-transferred, the Action dropdown provides additional options: A&D, Correct, Multiple Sales Forms (if applicable), E4473, Attachments, Download. Please see below for more details behind each. 



  1. A&D - This menu item will bring you to your bound book with the serial numbers on the 4473 filtered, the Bound Book now has the 4473 # hyperlinked, so you can easily navigate back and forth from the In-Process and Complete Page to the bound book.
  2. Correct - You now will have the ability to perform corrections, either Electronically or via Paper. Electronic corrections grant access to correcting any question on the 4473 and if attached, the Multiple Sale Form. 
  3. E4473 - This will be the downloadable and printable copy of the 4473, and the corrected 4473.
  4. Attachments - This allows you to attach any necessary documents to the 4473.
  5. Download - This will export a zip file, in an unalterable format, with the original 4473, the corrected 4473, the original Multiple Sale Form, the corrected Multiple Sale Form, and the attachments uploaded. 
Corrections
With the Orchid 4473 eStorage add-on, you can complete online corrections. However, paper corrections are an option regardless of eStorage.

Once you select corrections from the Action drop down next to the completed form you will be brought to this screen: 


Selecting ‘online corrections’ will provide two columns, one for corrections to be completed be FFL and one for corrections to be completed by Customer/Transferee. You can toggle on the section the needs the correction. Please note, any section chosen for the FFL will immediately take you to the corresponding area. The ability to correct Multiple Sales Reports will only appear if there was a Multiple Sale Report generated during the sale.  The section chosen for the customer correction will provide a kiosk code to provide to the customer. Once the customer enters the kiosk code they will be taken to the section needed.

Once the correction has been completed, a field will populate to capture the initials of the individual making the corrections:


Any time a correction has been completed, the form in the In-Process and Completed section will highlight indicating a correction has been made:


All corrections are represented with a strikethrough, the correction, initials, and date (highlighted here to bring attention to the corrections. The live form will not show highlights). The PDF files of the 4473/3310s and the zip file for eStorage will include the original form followed by the form with corrections. The corrected form is also indicated with the ‘Updated’ watermark in the background. 

​


It is important to note that any changes to the disposition information must also be updated in the bound book using Orchid’s Single Correction Tool.


Automatic emails of Multiple Sale Forms

If you click on your name in the top right corner and navigate to Account Settings, you will be able to toggle on Multiple Sale forms by type. Upon doing this, you can click on the Hyperlink to the Create/Modify FFL and Bound Book Screen. In the Create/Modify FFL and Bound Book screen, you will now be able to click on Modify > Edit for individual bound books and add in a specific email address for the Chief Local Law Enforcement that you want your Multiple Sale Forms to automatically send to. Turning these toggles on will automatically send these reports to the ATF email listed on each form. 



Recertify Button and Process Update

The Recertification buttons have been updated on the e4473. You will now see Optional Recertification and Continue. The optional recertification can be used if needed to recertify a form that was started on the same day it was certified by the purchaser. The continue button will allow you to continue with your disposition, without capturing a recertification signature. Keep in mind, that if a recertification is required, eBound will generate a new Kiosk code to provide to the customer to recertify. This will allow you to go back into the form and select continue in order to complete the disposition. 


ATF user

To create an account for an ATF user, simply click your name in the upper right corner of the screen. Select “Manage Users.” At the top of the screen is a button: “ATF Users”

Here you will be able to create an account with very limited access. The allowed permissions include access to your in-process and complete forms, multiple forms, corrections, denied list and A&D. Once signed in, the ATF user will be able to flag forms as needed as well as the ability to export. 




4473 eStorage Migration

ATF has not yet clarified how FFLs who are utilizing a Form 4473 electronic storage solution pursuant to ATF Ruling 2022-1 and then migrate to another electronic storage solution pursuant to the same ruling are supposed to migrate their Forms or provide ATF with notification and delay implementation. 

Until we receive written guidance from ATF stating that a delay does not apply in instances of electronic solution migration, we recommend that customers migrating to our solution provide ATF with the 60-day advance notice as required by ATF Ruling 2022-1.  In addition, until such time ATF provides Orchid (and/or the broader industry) with written guidance on how to maintain and/or migrate Forms 4473 retained electronically in a system which the FFL no longer uses we recommend FFLs contact their local ATF office to obtain written direction.


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