Vendor Master Data

Vendor Master Data

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.

**NOTE: Vendor 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 Vendor Master file, when they switch to operate in eBound Book “B” the same Vendor Master files may still be accessed and used in transactions.

Create Vendor Master

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 Vendors 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 Vendors. This will take the human error element out of Vendor of eBound Book entries, further reducing regulatory risk.

  1. Under the Configuration heading click Vendor Master, or, from any other screen click on Configuration, and select Vendor Master from the dropdown menu.
  2. The Vendor Master screen will now display. To add a new Vendor, click Add Vendor
  3. A popup box now appears with fields for each piece of information relating to the Vendor:
    1. Vendor No. Must be unique, no duplicates. 50 character limit
    2. Type Must be selected from Available Options: Domestic - Vendor Located within the United States or International - Vendor located outside the United States
    3. FFL No. Complete, 15 character FFL of the vendor for use in documenting regulated transactions.. Do not include dashes or spaces.
    4. FFL Expires This field is automatically calculated from FFL Number
    5. Vendor Name 50 character maximum length
    6. Address 50 Character maximum length. Physical address of vendor for use in documenting regulated transactions
    7. City
    8. State
    9. Zip
    10. Country
  4. Once all master information has been entered, click Save to proceed, or Cancel to abandon entry.
  5. The Vendor Master page will refresh to include recently added Vendor Master Item. The Vendor Name may now be used in various transactions to auto populate customer information.

Edit Vendor Master

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

Delete Vendor Master

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

Vendor 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 Vendor Master from the list of templates.  Fill in the following information on the template to prepare for upload:

Data Fields / Template Columns
  1. Vendor No.
  2. Type 
  3. FFL No. Complete, 15 Character FFL 1. Do not include dashes and/or spaces
  4. Vendor Name
  5. Address
  6. City
  7. State
  8. Zip
  9. Country

Uploading Vendor 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 Vendor 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 Vendor Master Upload Results

1. To view upload history, under the Configuration 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 Vendor 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:
  1. Open Microsoft® Excel®.
  2. Open the Text Import Wizard.
  3. When the dialog box opens prompting the User to select the file to import, select the .csv file of the eBound Book export.
  4. Select the Delimited radio button. Click Next.
  5. In the Delimiters list, deselect the default delimiter (if applicable), and select Comma. Click Next
  6. 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.
  7. Click Finish. 
To avoid losing leading zeroes in other spreadsheet programs, a quick internet search will point Users in the right direction.

Vendor 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:
  1.  Vendor Number: Item Number as provided via data upload document
  2. Name: Vendor Name as provided via data upload document
  3. FFL: Vendor FFL as provided via data upload document
  4. Address: Vendor Address as provided via data upload document
  5. City: Vendor City as provided via data upload document
  6. State: Vendor State as provided via data upload document
  7. Zip: Vendor Zip Code as provided via data upload document
  8. Country: Vendor Country as provided via data upload document
  9. Type: Type as provided via data upload document
  10. Results:
    1. Successfully Posted: Item was successfully added, edited, or deleted from the Master Data table.
    2. 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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