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POS Compliance Checklist (End of Day)

POS Compliance Checklist (End of Day)

Before you close out the register and lock up for the night, run through this checklist. It ensures every firearm sale made at the POS is properly documented and your shop stays compliant with ATF regulations.

1. Match Every POS Firearm Sale to a FastBound Disposition

  1. Pull up today's POS sales in CloudFFL. Filter for firearm products only.
  2. Open FastBound and view today's dispositions.
  3. Compare the two lists. Every firearm sold at the POS must have a matching disposition in FastBound with the correct serial number, buyer, and date.
  4. If any disposition is missing, create it now before you leave.

2. Verify All 4473 Forms Are Complete

  1. Gather all 4473 forms filled out today.
  2. Check that every form is fully completed — all required fields filled in, no blank sections.
  3. Confirm the buyer and seller signatures are present with correct dates.
  4. Verify the NICS transaction number (NTN) is written on the form.
  5. Make sure the firearm description on the 4473 matches the serial number in FastBound.

3. Confirm All NICS Checks Are Recorded

  1. For each firearm sold today, verify a NICS background check was performed.
  2. Confirm the NTN (NICS Transaction Number) is recorded — on the 4473 form, and in FastBound if your system tracks it.
  3. Note the result of each check: Proceed, Delayed, or Denied.

4. Handle Delayed Transfers

If any NICS checks came back as Delayed today:

  • Note the Brady Transfer Date — this is the date you may legally transfer the firearm if the delay is not resolved (typically 3 business days from the check).
  • Mark the sale as pending in your system. Do not complete the disposition in FastBound until the firearm is actually transferred.
  • Set a reminder to follow up on the Brady Transfer Date.

5. Handle Denied Transfers

If any NICS checks came back as Denied today:

  • Verify the firearm was not transferred to the buyer.
  • Confirm the firearm is back in your inventory — physically on the shelf and showing as in-stock in CloudFFL.
  • If a POS transaction was completed before the denial, process a refund for the customer.
  • Do not create a disposition entry in FastBound for a denied sale. The firearm never left your inventory.

6. Cash Reconciliation

  1. Close your POS session in CloudFFL.
  2. Count the physical cash in the drawer.
  3. Compare the counted amount to the expected amount shown on the POS closing screen.
  4. Record any overages or shortages.

7. File and Store 4473 Forms

  1. Place all completed 4473 forms in your designated locked filing cabinet.
  2. File them in order (by date or by transaction number, depending on your shop's system).
  3. Do not leave 4473 forms on the counter, in the register area, or anywhere customers or unauthorized staff can access them.

ATF Inspection Readiness: An ATF Industry Operations Inspector (IOI) can visit your shop without advance notice. If they ask to see your bound book and 4473 forms, you need to produce them promptly. Running this checklist every day means you are always ready. A clean, up-to-date bound book and properly filed 4473s are the two most important things during an ATF inspection.

Quick Reference Checklist

TaskDone?
All POS firearm sales have matching FastBound dispositions
All 4473 forms are complete with signatures and dates
All NICS checks recorded with NTN numbers
Cash drawer reconciled and closed
Delayed transfers noted with Brady Transfer Dates
Denied transfers: firearm returned to inventory, refund processed
4473 forms filed in locked cabinet

Tip: Print this checklist and keep a copy at each register. Have the closing employee initial each item as they complete it. This creates a paper trail showing your shop takes compliance seriously.

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