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FFL Lookup from a Purchase Order

You do not always have to set up a vendor before starting a Purchase Order. If you realize mid-PO that the vendor is not yet linked to FastBound — or is not even in the system yet — CloudFFL lets you run the FFL Lookup directly from the PO without losing your work.

When This Applies

This situation usually looks like one of these:

  • You are creating a PO and adding firearms to the order lines. A warning banner appears at the top of the form saying "Missing FFL: The selected vendor does not have an FFL record linked. Use the FFL Lookup button to find and link their FFL, or go to FastBound > Partners to manually add one."
  • You selected a vendor, but they have never been used for a firearms PO before, so their FastBound link was never set up.
  • You need to create a brand new vendor and link them to FastBound all in one step, without navigating away from the PO.

Step by Step

  1. On the Purchase Order, look for the Lookup FFL button in the header button bar at the top of the form (it appears when the system detects compliance items on the order).
  2. Click Lookup FFL.
  3. The FFL Lookup wizard opens. Enter the vendor's FFL number.
  4. Click Look Up FFL. FastBound queries the ATF database and returns the dealer information.
  5. Review the result — name, address, FFL expiration.
  6. Click Confirm.

What Happens Next Depends on the Vendor

If the vendor already exists in CloudFFL: The wizard detects the match and adds the FastBound link to their existing contact record. The PO's vendor field is updated automatically.

If the vendor does not exist yet: The wizard creates a brand new contact record using the ATF data (name, address, phone), marks them as an FFL vendor, creates the FastBound link, and sets them as the vendor on your PO — all in one step.

Tip: After the wizard closes, the missing FFL warning disappears from the PO. You are now clear to confirm the PO and eventually receive the firearms into inventory with proper FastBound acquisition logging.

Why the Warning Matters

Do not ignore the FFL warning. If you receive firearms on a PO when the vendor has no FastBound link, the acquisition cannot be logged properly in your bound book. Resolve the FFL Lookup before validating the receipt for any firearm line items.

After the PO Is Done

Once the PO is received and acquisitions are logged, the FastBound link on that vendor is permanent. The next time you order from the same distributor, their FFL is already on file — you will not need to run the lookup again unless their FFL number changes (typically when it is renewed with the ATF).

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