ATF Audit setup and Instructions

Last Updated:  11/14/2024

ATF AUDIT Portal with E4473 Cloud Storage features and requirements

• Support for multiple auditors' logins is available.
• Additional workstation licenses will be provided for the auditors' use as part of the E4473 package. Contact Support to arrange it.
• The additional workstation licenses for ATF Auditors do not affect number of store licenses.
• Store must provide the computer(s) for the auditors' use. 
• Completion of an AFT Audit will result in deactivation of the additional workstation licenses.
• Click Here to Print the ATF Auditor Guide

Instructions

1. To begin, open Bravo, at the bottom of the screen, click on the ATF Audit Login.

If you do not see the ATF Audit Login button, click on Switch User. If you still do not see it, please call Support at 702.701.9115 x3.

2. The ATF Audit Login button takes you to the ATF AUDIT login screen.

• If the auditor's name is already listed, they can just login, otherwise click on the Auditor Setup tab.

Note If you accidentally click the ATF Audit Login just click Employee Login to go back to the normal Bravo lock screen.

Note

3. The ATF Auditor will fill out the Auditor Setup screen with a Username of their choice, Password, Name and the Date Range for the audit.

• In the Auditor Setup example below, notice the Audit Date Range for Agent John Doe. He can only audit records within his designated date ranges, which can be shared among multiple auditors.

Auditor Setup example: 

• Multiple auditors can be set up for specific date ranges, but overlapping ranges are not permitted.
• The message, "A session for this range already exists", appears if the same date range is assigned to another auditor.
• Hit Submit to complete the setup.

4. After submission, the store manager must approve the exception to create the ATF Auditor's account.

5. The auditor will be logged in and shown a list of all 4473s filed via Digital Storage within the selected date range.

• Here's a video explaining how to use Bravo's ATF Audit Portal.

Glossary of terms and their meanings

Tasks Manager Menu (on the right side of the screen)

• All - everything in the system to review for the Date Range
• Reviewed - 4473s that will be reviewed go here
• Flagged (for follow-up) - Any 4473s that receive a flag (aka warning) will be placed here
• Violations - Anything deemed a complete violation will end up here.
• Not Reviewed - 4473s that have yet to be put into a different Audit Status.
• Notes - Any notes the auditor will write up. This will also highlight yellow when selecting a loan that has a Note on it.
• View 4473 - Clicking this will bring up the 4473 in a PDF viewer.
• View Attachments - This will include the 4473 and any additional pictures/PDFs for view.
• View ATF A & D Book - This will prompt a screen so that the selected item can be viewed in the A&D Book.
• Print List - This is for a printout of the grid as it is.
  • An employee with the "E4473" menu security needs to approve access.
• Ad Hoc Reporting - Generate a report based on criteria and fill it in the grid with that information.
• Complete Audit - This will mark the Audit as done whether all the items have been reviewed/flagged or not.

Headers

• Audit Status
  • Not Reviewed - Auditor has yet to mark the item with a different Status
  • Reviewed - 4473 passed review
  • Flagged - Some small issue with the 4473
  • Violation - 4473 is in complete violation
• NICS Number - Number assigned by either NICS or State Agency
• Create Date - Date the 4473-form started.
• Buyer Complete Date - Date the form has been completed from the buyer/purchaser's perspective.
• Seller Complete Date - Date the firearm completed on the store's side. Typically, this date and Close Date will be the same.
• Close Date - Date the 4473 form was closed. Either Cancelled, Denied, Voided or Finalized.
• Form Status
  • Active - E4473 form has been completed, currently in the NICS check process.
  • Expired - The transaction was a Layaway that was expired before it made it to the E4473 form.
  • Customer Cancelled - Customer decided they no longer want the item and asked for a refund.
  • Ready for Review - The E4473 has been completed and in need of Review.
  • Store Cancelled - Store refunded the customer after the NICS process had started.
  • Store Accepted - Store marked the E4473 as Accepted, but the form hasn't progressed to the NICS section.
  • Store Denied - Store marked the E4473 as Denied.
  • Firearm Hold - The item is waiting to move to the next step after the NICS process.
  • Denied - NICS check was marked as Denied
  • Cancelled - NICS check was marked as Cancelled.
  • Voided - The sale transaction of the firearm was voided at any stage of the E4473 form or NICS being filled out.
  • Finalized - E4473 Form & NICS have been completed.
  • Not-started - The firearm was sold but the customer has not received the link for the E4473.
  • Started - Customer has received the E4473 form but not completely filled it out yet.
  • Recertified - E4473 form was marked for NICS twice, such as the customer didn't pick up the item in the appropriate amount of time and had to recertify that the information on the E4473 was still accurate.
  • Recertify Ready - E4473 form is in need of a recertification due to the time lapse between either the customer came in a different day to pick up their item or the NICS check has not yet passed review, and the store waited the 3 days necessary to mark it as "No Response"
• Form Type
  
  • Online - Form was done by the customer filling out the form online.
  • Manual - Form was completed by hand by the customer and the store employee then uploaded to the system.

6. Highlighting an item in the grid will bring up any 4473 or other attachments added to the form.

• From this same screen the form can be marked as Reviewed, Flagged or a Violation on the left-hand side under Audit Status.
• If the item was put into one status, it can always be switched to a different one, including Not Reviewed.

• Click on any highlighted attachment to view it in a PDF Viewer by double-clicking.
• Clicking View Attachments will display all attachments for the 4473 form at once.

7. If an item is Flagged or marked as a Violation, a 4473 Audit Notes window will appear for entering notes on the reason for the marking.

• Adding a note will highlight the Notes section in yellow when this form is revisited.

8. If you want to save the list of items you reviewed for emailing out later;

• Select the Print List option on the right side menu..
• The Auditor will need a store manager to approve the Exception to save the list.

• On the Report Preview screen, you can click the Export button and choose the format you want to save the file in; PDF, HTML File, MHT File, RTF File, DOCX File, XLS File, XLSX File, CSV File, Text File or as an Image File.

9. Once the Audit has finished click Complete Audit on the right-side menu. This will bring up a prompt to validate your selection to complete the audit. This action cannot be undone.

• Hitting Yes on the prompt will lock the session and now the ATF Auditor needs to click End Session.

• Then the auditor needs to enter their password and click Submit.

10. Once that is done, the store can use the computer for transactions again by clicking Employee Login

 

Print the Guide Below

ATF Auditor Guide