Setting Up FFL Identification

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To ensure compliance with firearms regulations, you need to configure your sources and workflows in Flxpoint to automatically identify and handle items that require FFL (Federal Firearms License) information.

Automating FFL Information Collection

The automation of FFL information collection is key to ensuring that orders containing firearms comply with regulations and flow through the fulfillment process smoothly. Flxpoint’s automation capabilities allow for the identification, collection, and validation of FFL details for orders that contain firearms, helping streamline your operations and reduce manual steps.

1. Automatically Identifying Firearms for FFL Collection: Flxpoint automates the process of identifying which items in an order require FFL information. This is done through configurable rules based on the product category, SKU, or other criteria. Items requiring FFL are flagged automatically, ensuring that they are handled properly before fulfillment.

2. Collecting FFL Information from Sales Channels: Flxpoint collects FFL information directly from your sales channels, including platforms like GunBroker, Magento, and WooCommerce. This ensures that any FFL details provided by the customer are captured and passed through to the fulfillment process without needing manual input.

3. Validating FFL Information Automatically: Once FFL information is collected, Flxpoint automatically validates the details, ensuring that all required fields are filled out correctly. If any information is missing, Flxpoint pauses the fulfillment process until the FFL data is complete.

4. Holding Orders Until FFL Information is Complete: In cases where FFL information is missing or incomplete, Flxpoint automatically holds the order and alerts the user to fill in the necessary details. This ensures that no orders containing firearms are shipped without the required FFL data.

5. Automated FFL Information Updates: Flxpoint allows for continuous updates to the FFL information, ensuring that even after an order is placed, FFL details can be updated if needed. Once the information is complete, the order can proceed without further delays.

6. Workflow for Sending FFL Information to Fulfillment Sources: Once FFL information is complete, Flxpoint automatically sends the data to the appropriate fulfillment source. This can be an internal warehouse or a dropship supplier. The system ensures that the FFL information is included in the fulfillment request, preventing any issues during shipping.

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Validating FFL Information

Flxpoint validates the required FFL information when processing orders containing firearms. If the required fields are complete, the order proceeds. If not, the order will halt for manual review.

Handling Failed Validation

If FFL validation fails due to missing information, manual review is required. Flxpoint allows users to review the missing fields and manually complete the process.

Monitoring FFL Validation Status

Users can monitor the validation status directly from the order page, with indicators showing whether FFL information has been successfully validated or if action is required.

Order Routing with FFL Compliance

When an order contains firearms, Flxpoint ensures that the items are routed according to FFL (Federal Firearms License) compliance rules. The system automatically separates items requiring FFL from those that don’t and manages them through distinct workflows.

Routing Logic:

1. Orders with firearms trigger a special routing workflow.
2. Items that are identified as firearms are split into separate Fulfillment Requests (FR) or Fulfillment Orders (FO).
3. Non-firearm items can be processed independently and sent to the fulfillment provider without FFL details.
4. Firearm orders are held until FFL information is collected and validated.

Automated Order Routing Process: To ensure FFL compliance, Flxpoint automatically handles the separation of firearm and non-firearm items. The system can also differentiate based on internal and external warehouses (e.g., dropship or internal fulfillment).

Key Features of Order Routing:

1. Firearms vs. Non-Firearms: Non-firearm items are shipped immediately, while firearm orders follow FFL verification procedures.
2. Internal vs. Dropship: The system identifies if the fulfillment will be internal or dropship and routes accordingly.
3. Compliance Hold: Firearm items stay in "Additional Info Required" status until FFL data is collected and validated.

Sending FFL Information to Vendors

Flxpoint simplifies the process of sending FFL (Federal Firearms License) information to vendors responsible for fulfilling firearm orders. Once an order is verified and the FFL details are collected and validated, the system ensures that this information is passed directly to the appropriate vendors, whether internal or external (dropshipping).

Key Points:

1. Automatic FFL Transmission: FFL data is sent along with the fulfillment request to the vendor without manual intervention.
2. Vendor-Specific Requirements: The system supports different FFL transmission methods based on vendor requirements.
3. API Integration: For pre-integrated suppliers, the FFL information is automatically included via API calls to ensure seamless order processing.

Workflow for Sending FFL Information:

1. Step 1: Validate FFL information in the order.
2. Step 2: Automatically pass the validated FFL data to the appropriate vendor.
3. Step 3: Ensure the FFL data is sent to the vendor using their preferred method (API, CSV, or manual entry).
4. Step 4: Track the status of FFL information to ensure it was successfully transmitted.

Integration with Vendor-Specific Requirements:

For each vendor, Flxpoint adapts to the specific method they use to receive FFL information:

1. API Vendors: FFL details are transmitted through API endpoints that accept FFL-specific fields.
2. CSV Export: For vendors without API integration, the system generates a CSV containing FFL data.
3. Manual Entry: Some vendors may require manual entry of FFL details, which can be automated through the workflow.

Vendor Communication Process:

Once the FFL details are sent to the vendor, the system tracks the fulfillment status and ensures the vendor receives and acknowledges the FFL information.

Customization with If-Then Rules

In Flxpoint, users can customize the handling of FFL (Federal Firearms License) information by setting up If-Then rules. These rules allow for automated decision-making based on specific conditions, such as identifying items that require FFL information, sorting orders with firearms, and triggering specific workflows based on product categories or SKUs.

Key Features:

1. Identify Firearms: Automatically flag items that require FFL based on categories or SKUs.
2. Conditional Workflows: Trigger workflows based on pre-defined rules for firearm or non-firearm items.
3. Simplified Automation: Reduce manual oversight by automating how firearm orders are processed.

Common Use Cases:

• Flagging items from specific categories (e.g., firearms or ammunition) for FFL requirements.
• Identifying firearm-related products based on SKU patterns.
• Automating the collection of FFL information for firearm orders while bypassing non-firearm products.}

Setting Up If-Then Rules:

Here’s how you can set up a rule to automatically flag firearms in an order:

1. Step 1: Navigate to your source settings.
2. Step 2: Set conditions using If-Then rules, such as flagging products in the "Firearms" category.
3. Step 3: Define the actions that follow, such as requiring FFL information for flagged items.
4. Step 4: Save and test the workflow to ensure correct handling of firearm-related products.

Applying If-Then Rules in Workflows:

1. Step 1: Set up your rule to detect products requiring FFL validation.
2. Step 2: Use conditions such as product categories, SKUs, or even specific vendors.
3. Step 3: If the condition is met (e.g., category = "Firearms"), Flxpoint will automatically prompt for FFL information.
4. Step 4: Review and test the rule to ensure correct application.

Customizing Workflows with If-Then Rules:

Flxpoint allows full flexibility with If-Then rules, enabling users to tailor the system to their specific needs. For example, you can:

• Create conditions based on product categories like "Firearms" or keywords in SKUs.
• Trigger actions such as requiring FFL information for flagged items.
• Bypass workflows for non-firearm products to avoid unnecessary validation.

Sales Channels and Suppliers

Retrieving FFL Information from Sales Channels:

• FFL information can be retrieved from GunBroker, BigCommerce, WooCommerce, and Magento/Adobe Commerce through their respective APIs or integrations.

Supported Sales Channels:

• GunBroker
• BigCommerce + Automatic FFL
• WooCommerce
• Magento/Adobe Commerce

Supported Distributors:

• RSR Group
• Sports South
• Lipsey’s
• Zanders

Common Issues and Troubleshooting

Missing FFL Information:

• Orders may be held if FFL details are not provided.
• Solution: Ensure that the sales channel correctly gathers all necessary information before routing orders.

Stuck Orders:

• Stuck orders often arise from incorrect FFL details or failure to match the supplier’s requirements.
• Solution: Check for errors in FFL information and correct them before proceeding with the order.