Adding to a register or deregistering firearms with a file (beta)

If your register is already in use, you can still work with a file:

• Add to the register: add several bookings at once to the firearms register or the ammunition register, for example a complete shipment or the sales from another program.
• Deregister: deregister several firearms at once, for example after a sale or transfer of a whole batch.

For a register that is still empty, use the initial import.

Adding to a register

Open the firearms register, or the overview of ammunition types, and click Add to register (import). Download the template: it is designed for a register that already contains data.

• Don’t fill in sequence numbers: they continue automatically after the last number in the register.
• The date is the actual date of the purchase or sale, as dd/mm/yyyy. A date in the future is not allowed. A date before today is allowed, with the reason in the note. If it lies further back than the number of days in your settings, you also get a warning.
• Customer is free text. An existing customer is linked; an unknown name gives a warning.

Firearms register

A serial number that is already in the register and has not yet been deregistered is rejected. That way you don’t register the same firearm twice.

Ammunition register

• Choose the ammunition type from the drop-down list in the template. When adding to the register, AmmoSuite does not create new types: first add a new type in Managing ammunition types and then download a new template.
• Each row is an IN (date in and quantity in) or an OUT (date out and quantity out), in boxes.
• An OUT may not bring the stock below zero on any date. AmmoSuite checks this against the bookings already in the register.

Deregistering firearms

Open the firearms register and click Deregister (import). The template has an extra sheet with the firearms currently in the register, so you can copy the serial numbers.

For each row you fill in:

Column	What
Serial number	Required. Must match exactly one firearm that is still in the register. Upper case and spaces don’t matter.
Brand	Optional. Only needed if the same serial number occurs for more than one firearm.
Date out	Required, as dd/mm/yyyy. Not in the future; before today only with a reason in the note.
Customer	Free text. An existing customer is linked.
Note	Is appended to an existing note.

No new lines are added to the register: date out, customer and note go on the existing line of each firearm, just as when deregistering a firearm in the table.

Checking and confirming

Upload your file (.xlsx or .csv, up to 10 MB) and click Check. Nothing is saved yet.

• AmmoSuite checks every row against what is already in the register. Errors stop the import; warnings don’t, but you have to confirm them.
• Each message appears next to the row it relates to. With Check report (.xlsx) you download your file with the messages next to each row, handy for fixing errors.
• If you have already imported the same file before, you get a warning.

If everything is correct, tick I have checked the data; it matches my register (and, if there are warnings, also that you have read them) and confirm. When importing, AmmoSuite checks everything once more.

The import appears as a single entry in the audit trail, with the number of rows, the file name and a checksum of the file.