coreSTORE - FFL: How to Conduct a Serial Number Count

Serial counts are a critical function for any FFL's compliance program for several reasons


Compliance: Ensures adherence to ATF regulations by maintaining accurate and up-to-date records of all firearms in inventory.



Traceability: Facilitates the traceability of each firearm, which is crucial in the event of theft, loss, or investigation by law enforcement.



Inventory Accuracy: Helps verify that the actual inventory matches the recorded inventory, reducing discrepancies and errors.



Theft Prevention: Identifies any missing or stolen firearms promptly, helping to prevent and address theft.



Record Keeping: Enhances the accuracy of record-keeping, which is essential for audits and inspections by regulatory authorities.



Operational Efficiency: Streamlines inventory management processes, making it easier to track and manage firearms inventory efficiently.


Serial counts are also in integral part of the ATF inspection process and inspectors will conduct a count as part of that process.


There is no regulatory mandate on the frequency in which a count should be conducted so it is entirely the responsibility of the FFL to ensure their firearm inventory is accurate.


It is highly recommended that serial counts be conducted no later than quarterly and even monthly if possible.

1. Serial Count

To access the Serial Count function go to the FFL option in the left hand menu.


Select "Serial Count" from the expanded menu that opens.


This will take you to the Serial Count Dashboard

2. Serial Count Dashboard

The dashboard will automatically show any open counts.


An open count is one that is in progress and hasn't been closed.


If there are no open counts the dashboard will be blank.


The dashboard will have the following fields for each count:



Check Box - By selecting multiple records the option to Merge counts will display.



Count Date - the date and time the count was initiated.



Serial Numbers Counted - the number of serials that have been accounted counted.



Employee - the employee that initiated the count.



Status - open or closed



Comments - you can click on this field to add a comment to the count.



Delete Count - allows you to delete a count.



Continue Count - allows you to reopen a count that has been continued to continue counting.


There are two options in the upper right corner:



Show closed count - clicking this option will show a list of completed counts.



New Serial # Count - click this button to start a count.

3. Start a New Count

Select the New Serial # Count button to begin a count.


This will take you to the count screen.

4. Count Screen

The count screen will allow you to select some options to customize the scope of the count across your bound books.



Manufacturer - allows you to conduct a count by selected manufacturer.



Type - allows you to conduct a count based on firearm type.



Include Pending Records - if you use the "A sale creates a pending disposition" setting, you can choose to include those firearms in the count. If those firearm are still in your physical possession it is recommended you include them in counts.



Scan Serial Numbers in All Bound Books - When checked the count will include all firearms from all "books" in that location. Unchecked it will only count the book you were viewing in the Bound Book dashboard at the time the count was initiated. The Bound Book label to the right of this selection tells you what book/books you are counting.

5. Import/Export

There is also the option to conduct an Import/Export of count data and print labels.

6. In Stock but Not Counted

This button will open a list of serial numbers that are showing in stock in the bound book but have not been counted.

7. Not Counted List

The list of uncounted serial numbers will display as seen below.


This list can be printed or exported using the options in the upper right hand corner.

8. Count Records

Firearms can be counted from this screen by checking the box to the left of the record.


Doing so opens up the Count option at the top of the page.


Selecting the green Count button will add the selected firearm to the count and return you to the main count screen.

9. Return to Count Screen

You can also return to the main count screen by selecting the Back button in the upper left corner of the page.

10. Enter Serial Numbers into Count

Enter serial numbers into the "Enter Serial Number" field to add them to the count.


Serial can be entered by scanning and serial number barcode or by manually typing the number into the field.


Serial numbers that are in stock will display as the serial numbers are entered. This can be selected to add to the count.

11. Added to Count

Once added the firearm will be displayed as a line item in the list of counted firearms.

12. Error Entries

If an entered serial number does not match to an in stock record that serial number will be displayed int he list as "Serial Number Not Found."


The error record can be deleted using the "Delete Count Serial" option to the right and the serial number can be added again.


Examples of why a serial might show up as "Not Found":



If scanning bar codes - scanned the wrong barcode or the barcode is bad.



Mistyped the serial number or typed in wrong number.



The firearm is disposed in the bound book.



The format of the serial as you are typing it doesn't match what is in the bound book - spaces and hyphens matter.


Any error entries should be researched thoroughly and reconciled with the bound book and then be added to the count following any corrective action.

13. Continue Count Later

If at any time you want to pause counting you can select the blue "Continue count later" button at the bottom of the page.


This will save the count as an open count on the Serial Count Dashboard.


Examples of when you might continue the count later:



Changing computers to count different areas. The count can be accessed my multiple people and on multiple devices at the same time.



You are continuing the count the next day.



You are researching discrepancies and will update findings at a later time.

14. Continue Count

You can go back into an open count by selecting the green "Continue Count" button associated with the count.

15. Running Total

There is a running total of the count displayed on the Serial Count dashboard that updates as you add serial numbers to the count.


Serial numbers Counted - how many you have entered.


Serial Numbers Remaining - haw many have yet to be entered.

16. Completing a Count

When a count is complete you can close the count by selecting the red "Close count" button in the bottom left corner of the page.


This will save the count in the Closed Count page.


NOTE: Counts can be completed with serial numbers not being counted. This woudl be an accurate reflection of that count if firearms in the Bound Book were missing.

17. Show Closed Counts

You can view the closed counts by selecting the orange "Show closed counts" button in the upper right corner of the page.

18. Closed Count Page

Closed counts display as line items similar to the Serial Count dashboard.


But the continue count options has been replaced with a "View Count" option.

19. Return to Dashboard

You can return to the Serial Count dashboard by selecting the "Show open Counts" button.

Updated on: 03/07/2025