Finale Inventory has been providing inventory management solutions for fireworks and explosive companies since 2009. In addition to keeping track of inventory stock levels, Finale provides comprehensive regulatory compliance documentation for the Bureau of Alcohol, Tobacco, Firearms, and Explosives (ATF).
After a review of the system, the ATF has determined that Finale’s computerized recordkeeping system complies with the requirements in 27 CFR 555, Subpart G—Records and Reports. No variance is required to use Finale as an electronic system of record for inventory tracking.
Official ATF Letter page 1
Official ATF Letter page 2
Official ATF Letter page 3
Finale provides three reports for ATF compliance: DSMT Reports (Daily Summary of Magazine Transactions), Acquisition Reports, and Disposition Reports. The ATF requirements for Acquisition and Disposition reports depend on the company's license type: user, dealer, manufacturer or importer, so Finale provides multiple templates to accommodate.
The reports are based on the information entered into the system, so obviously the reports are only as accurate and complete and the underlying information. In some cases, the information to fill various requirements for a report will come from different fields, depending on how the company is storing its records in Finale. In particular, pyrotechnics companies do not all keep track of date/shift (lot) information in the same way. Some companies incorporate the date/shift into the definition of the product itself and create new products for new date/shifts; other companies use Finale's Lot ID capabilities to store the date/shift.
The options and requirements for the specific reports are given in the following sections.
The DSMT report in the section "Home > Reports > Stock reports > ATF reports" provides a comprehensive list of magazine transactions based on all stock changes (shipments received, shipments sent, transfers, returns, and stock changes). Packed sales are listed as units without the detail of their contents (to avoid double counting). If the ATF inspector wants to see records of the contents of a packed sale, you can print a shipment manifest or pack list for the shipment.
The items in DSMT reports are grouped by two fields of the product definition: the Category and Manufacturer. Since ATF regulations require that the grouping is specific to the size/caliber of items, your Category values must include the size of the items it contains. For example, your category could be "100mm Salutes" but it could not be just "Salutes", since the latter may include shells of multiple sizes. Finale automatically groups by the combination of Category and Manufacturer, so as long as your Manufacturer field has valid data and your Category values are compliant with the requirements, then the groupings will also be compliant.
The DSMT report includes two printing options: with detail, and without detail. Detail is not required for ATF compliance but the detailed report may be useful to answer questions about stock records or reports.
The requirements for Acquisition Reports depend on company license type. Finale includes two templates, one for companies with importer or manufacturer licenses, and the other for companies with user or dealer licenses. The differences between the reports are subtle.
The fields of the importer/manufacturer template are fairly straightforward: Date, Order, Mfg, Country, Mfg mark text, Category, Date shift, Eaches. The Date and Order come from the shipment. The Mfg, Country, and Category come from the product definitions. The Eaches quantity is a count of devices based on the items in the shipments and their packing if in cases.
The two remaining fields, Mfg mark text, and Date shift are redundant. Both are capable of representing the date/shift information of the items, but you only need one; you can leave the other blank. The difference between the two columns of the report is that they get the information from different places. Some companies incorporate the manufacturer mark text as a property of a product (e.g., "my stock of part # 1234 always has manufacturer mark text XYZ"), and other users incorporate the manufacturer mark text as a batch code or lot number they call "date shift" (e.g., "my stock of part # 1234 consists of 100 pieces with mark text XYZ and 50 other pieces with text ABC). By formatting the report with redundant fields, it will work automatically for both types of record keeping.
The Manufacturer Mark Text field is a product property that you can enable for products in the Industry Specific Fields section of the bottom of the Products tab of the Application Settings section. If you enable the field, then you can import or enter a specific manufacturer mark text value for each product, i.e., each Product ID having a single manufacturer mark text value that applies to all items of that Product ID.
The Lot ID in Finale is information associated with items in stock. You can have items in stock of the same Product ID with different Lot IDs (unlike the Manufacturer Mark Text field, which is the same for all items of the same Product ID). If you use the Lot ID in Finale to record the manufacturer mark information or date shift information, it will appear in the "Date shift" field of the Acquisition Report.
The Acquisition Report template for companies with user or dealer licenses is similar to the previous template but contains some additional information. The full set of fields, or columns in the report, is: Date, Order, Supplier, Street, City, State, ATF#, Mfg/Importer, Country, Mfg mark text, Category, Date shift, Eaches.
The fields that are the same as in the previous templates are handled identically, so see the previous section for the basic fields. The additional fields are: Supplier, Street, City, State, ATF#, Mfg/Importer.
Of these, the Supplier, Street, City, State, and ATF# come from the supplier records in Finale. The ATF# in the report comes from the "License number" field of the supplier in the supplier record just underneath the supplier name. Also, please turn on the "Show ATF fields" for the supplier records by changing the setting in "Home > Application settings > Screens > Supplier detail".
The Mfg/Importer column in the report comes from the Manufacturer field of the products. Since the ATF requirements include both the manufacturer and the importer, you need to combine manufacturer and importer names into the single Manufacturer field of the products. This is easy to do if each product comes from a single importer. If a product comes from multiple importers, then you have two choices: (1) you can split the product into multiple products, one per importer, or (2) you can include the importer name along with the supplier name. Option (2) only works if each supplier has a single importer.
The Disposition Reports are the same for all four license types, so Finale provides a single template. The fields in the report are: Date, Order, Distributee, ATF #, Mfg/Importer, Country, Mfg mark text, Category, Date shift, Eaches.
Except for the Distributee and ATF # fields, all the other fields are the same as the Acquisition Reports, so please see the previous sections for instructions.
The Distributee is the customer, and the ATF # is the license number field in the customer record. Please turn on the "Show ATF fields" for the customer records by changing the setting in "Home > Application Settings > Screens > Customer detail".