VIDEO E007 - eForm - Submittal Errors and How to Resolve

Summary

In this episode, Dan from Cerberus Live Scan and Solutions for the firearm industry discusses common errors encountered during the ATF eForms submission process. He covers issues like data mismatches, incorrect PIN entries, and file handling errors with EFTs. Dan provides solutions, such as verifying eForm IDs and PINs, ensuring profile data consistency, and advises against revisiting the Responsible Person section once EFTs are uploaded. The video aims to help firearm industry professionals avoid submission errors and streamline the eForms process.

Takeaways

• 🔍 This video is part of a series by Cerberus Live Scan and Solutions for the firearm industry, focusing on eForms and processes related to firearm transactions.
• 🔗 The video encourages viewers to like, subscribe, and stay updated on the latest releases, indicating a series of educational content.
• 🛠️ The presenter, Dan, discusses common errors encountered during the eForms submission process, particularly focusing on customer account issues and data mismatches.
• 💳 The video explains the process of paying for a stamp, recommending the use of a shop credit card for autofill and ease of refund or withdrawal.
• 🔐 Three main error types are covered: data mismatch, bad PIN, and a generic 'error has occurred' message, with a fourth bonus error related to ATF.
• 🆔 The 'error has occurred' message often signifies an incorrect eForm ID, which should follow a specific pattern provided by the ATF.
• 🔄 To resolve a bad PIN error, customers can reset their PIN through their eForms account, ensuring they follow the correct procedure to avoid issues.
• ⚖️ The 'transferee must be someone who is identified in the responsible person's train stop' error indicates a data mismatch that needs to be corrected by aligning the customer's eForms profile with the form application data.
• 📑 The video provides a detailed walkthrough on how to match and correct information between the customer's eForms profile and the form application to avoid submission errors.
• 📍 Address discrepancies, including street name and address format, are highlighted as common points of data mismatch that can cause submission errors.
• 🔗 The video concludes with a call to action for feedback, likes, shares, and reviews, and provides information on where to find Cerberus Live Scan and Solutions' products and services.

Q & A

What is the main topic of the video?

The main topic of the video is addressing errors that occur during the eForms submission process for the firearm industry, particularly focusing on issues with customer accounts and data mismatches.

What is the purpose of the eForms account in the context of the video?

The eForms account is used for submitting applications related to firearm transactions, such as Form 4, and for managing digital fingerprint submissions (EFTs) and electronic form submissions.

Why does the presenter recommend using a shop credit card for payment?

The presenter recommends using a shop credit card for payment due to the speed of auto-filling and ease of handling refunds or withdrawals, which would be processed back to the shop card through the POS system.

What are the three predominant errors discussed in the video?

The three predominant errors discussed are: data mismatches between the eForms application and customer profile, incorrect PIN entries, and a generic 'error has occurred' message after entering a correct eForm ID and PIN.

What does the 'error has occurred' message typically indicate?

The 'error has occurred' message typically indicates that the user's eForm ID is incorrect. The correct format should be the first initial of the first name, part of the last name, and five or six digits.

How can a customer reset their PIN if they have forgotten it?

A customer can reset their PIN by logging into their eForms account, navigating to the 'Profile' tab, selecting 'Password PIN and Security Maintenance', and then using the 'Forgotten PIN' section to follow the reset process.

What is the 'transferee must be someone who is identified in the responsible person's train stop' error?

This error indicates a data mismatch between the customer's eForms profile and the information in the form for application, typically involving discrepancies in email, middle name, or street address.

What should one do if they encounter an error after loading an EFT into the responsible person's section?

If an error occurs after loading an EFT, one should re-browse and reload the fingerprints, then save and close without going back into the responsible person's section to avoid disassociating the EFT file.

What are the two flagship products mentioned by the presenter?

The two flagship products mentioned are Cerberus Live Scan, a digital fingerprinting solution for the firearm industry, and Merlin, a warehouse search tool that consolidates data from various warehouse accounts.

How can viewers get updates on the latest releases from Cerberus Live Scan and Solutions?

Viewers can get updates on the latest releases by liking and subscribing to the content on platforms like YouTube, Spotify, iHeart, and Amazon Music, or by visiting their website PetersonFarmsUSA.com.

Outlines

00:00

🔍 Navigating ATF eForms Errors

Dan from Cerberus Live Scan introduces Episode 7, focusing on common errors encountered during the ATF eForms submission process, particularly those related to customer accounts and data mismatches. He mentions previous episodes covering account creation, form types, and how to fill out a Form 4. In this episode, he demonstrates the eForms account certification step and discusses automation tools like CUS Live Scan. He also addresses three primary errors: data mismatches, incorrect PINs, and a generic 'error occurred' message. He explains how to resolve these issues, such as verifying eForm IDs and PINs, and ensuring data consistency between the customer's profile and the form application.

05:02

🔐 Resolving PIN and Data Mismatch Errors

The second paragraph delves into resolving specific errors. Dan explains how to fix a 'bad PIN' error, advising customers to double-check their records or reset their PIN through their eForms account. He also addresses a 'data mismatch' error, which occurs when the customer's profile information does not align with the form application. To resolve this, he guides viewers through a step-by-step process of comparing and correcting the email, middle name, and street address in both the customer's eForms profile and the form application. Additionally, he touches on a file handling issue with EFTs, suggesting that re-browsing and reloading the fingerprints after an EFT is loaded can prevent errors.

10:03

📝 Final Thoughts on eForms and Product Promotion

In the final paragraph, Dan summarizes the four main error messages encountered in eForms: bad transferee, bad eForm ID, bad PIN, and a mismatch between the client's profile and form data. He reiterates the importance of accurate data entry and consistency between the eForms profile and form application. Dan then invites feedback, encourages viewers to like and share the content, and mentions the availability of the show on various platforms. He promotes Cerberus Live Scan, a digital fingerprinting solution for the firearm industry, and Merlin, a warehouse search tool. He concludes by inviting questions and expressing willingness to engage in further discussions.

Keywords

💡Cerberus Live Scan

Cerberus Live Scan is a digital fingerprinting solution designed for the firearm industry. It is used to capture digital prints and assist in submitting eForms and eForm 4, which are crucial for firearm transactions. In the video, the presenter discusses how to use Cerberus Live Scan for streamlining the process of firearm transactions, emphasizing its role in automating and simplifying what would otherwise be a manual and error-prone process.

💡eForms

eForms are electronic forms used by the firearm industry for various transactions and submissions to the Bureau of Alcohol, Tobacco, Firearms and Explosives (ATF). The video script mentions eForms in the context of troubleshooting errors that occur during the submission process. The correct completion and submission of eForms are critical for compliance with federal regulations governing firearm sales and transfers.

💡ATF

The ATF, or Bureau of Alcohol, Tobacco, Firearms and Explosives, is a federal law enforcement organization within the United States Department of the Treasury. It is responsible for enforcing federal laws and regulations related to firearms. In the script, the ATF is mentioned in relation to the eForms process and the errors that can occur, indicating the importance of adhering to ATF guidelines and requirements when dealing with firearm transactions.

💡Form 4

Form 4 is a specific type of ATF form used for transferring a firearm to a non-licensee. The video discusses how to correctly fill out a Form 4 and the common errors that can occur during this process. Understanding Form 4 is essential for anyone involved in the firearm industry, as it is a key document for legal firearm transfers.

💡PIN

In the context of the video, a PIN (Personal Identification Number) is used by customers to access their eForms account. The script mentions 'bad PIN' errors, which occur when the customer enters an incorrect PIN. This highlights the importance of secure access to eForms accounts and the need for accurate data entry to avoid submission errors.

💡Responsible Person

The term 'Responsible Person' refers to an individual who has the legal responsibility for the operations of a firearms business. In the video, the presenter discusses how to correctly identify the responsible person in the eForms application, which is crucial for compliance with ATF regulations. Mismatches in the responsible person's information can lead to errors in the form submission process.

💡Data Mismatch

A data mismatch occurs when the information in the eForms application does not align with the customer's profile. The video script uses this term to describe a common error where the responsible person's details in the form do not match those in the ATF's records. Resolving data mismatches is essential for successful form submission and compliance.

💡EFT

EFT stands for Electronic Funds Transfer and in the context of the video, it refers to the digital submission of fingerprint records to the ATF. The script mentions an error that can occur if the EFT file is not handled correctly during the form submission process. This underscores the technical aspects of the submission process and the need for careful management of digital documents.

💡Certification Step

The certification step is a phase in the eForms process where the user must validate their identity and the information they are submitting. The video script discusses navigating this step and the potential for errors, such as incorrect PINs or mismatched data. Successful completion of the certification step is necessary for the eForms submission to be accepted by the ATF.

💡Merlin

Merlin is described in the video as a warehouse search tool that integrates with various warehouse systems to streamline the process of searching and ordering firearm-related products. It is mentioned as a solution for consolidating data from multiple sources into a single interface, which can improve efficiency in the firearm industry.

Highlights

Introduction to Cerberus Live Scan and solutions for the firearm industry.

Encouragement for viewers to like, subscribe, and stay updated on the latest releases.

Discussion on the creation of an account and setup process for firearm industry solutions.

Explanation of different types of submittals and forms in firearm industry applications.

Walkthrough on how to complete a Form 4 in the firearm industry.

Introduction to Episode 7 focusing on errors during the submission process.

Explanation of common errors related to customer accounts and data mismatches.

Mention of ATF (Bureau of Alcohol, Tobacco, Firearms and Explosives) related issues.

Demonstration of the eForms account certification step.

Recommendation to use shop credit card for payment for speed and ease of refund.

Introduction to CUS Live Scan and its automation features for firearm industry forms.

Discussion on the three predominant errors encountered during the submission process.

Explanation of the 'Transferee must be someone who is identified' error and how to resolve it.

Clarification on the proper format for an eForm ID and how it is issued by the ATF.

Instructions on how to handle a 'Bad PIN' error and reset a PIN if forgotten.

Details on resolving data mismatches between the eForms profile and form application.

Advice on avoiding file handling issues with EFTs (Electronic Transfer Forms) on eForms.

Final thoughts and call to action for feedback, likes, and shares to support the channel.

Information on where to find Cerberus Live Scan and Merlin, the warehouse search tool.

Transcripts

hey everybody this is Dan uh from

Cerberus Live Scan and solutions for the

firearm industry welcome back to our

next episode if you joined us on the

previous six or so uh hit that like And

subscribe on whatever platform that

you're on so you get updated on the

latest releases if you have joined us

for those previous ones we've talked

about creation of our the so how to get

the sot creation of the account how to

set it up the different types of

submittal uh the different types of

forms that are out there and then walk

through on how to do a form four and on

this episode episode 7 we're going to

talk through errors errors that happen

during the submitt process uh

predominantly typically with the

customer's account how they have their

data and mismatches on stuff and then a

and a couple ATF isms as well on there

so we'll get into

it so what I have here is the eforms

account I'm actually at the

certification step if you need to get

here look at episode 6 it like walk you

through the manual process of how to put

a form four in and then also at the end

of that we talk about a power of cus uh

what you have here is cus Live Scan uh

on here showing some of the automation

that we have built in and some pieces

it's a tool for it but you can do it uh

without it so on this stamp uh

application on this form four I've

already paid uh for the stamp uh it's a

simple pay window that pops up and you

would put in either uh the shop credit

card or you put in the customer credit

card I actually recommend the shop

credit card from a speed standpoint to

auto fill and if there is ever an issue

uh the the refund or withdrawal would

come back to the shop card and then you

can work on that through your POS so um

but I'm going to flip up a couple ones

what we're going to have here for errors

there are three predominant errors that

we're going to talk through and show and

actually a fourth bonus one which is an

ATF piece uh on the screen I have on the

far right I have the uh the transferee

must be someone who is

identified as a responsible person train

stop that is a data mismatch between

what is in the eform for application and

the customer's profile and I'll show you

how to work through that and then the

other one that we have is bad pin uh

that's pretty self-explanatory the the

customer did not put in the proper pin

and then the other one that we have is

an error has occurred uh after the

customer puts in a correct um their

eform account ID and a pin you'll just

simply get this an error has occurred

message I'll show you what all those

mean here in a second

so okay uh so I hit sign and

submit and this is going to come up on

uh the pin side so I need a username and

I'm going to put a bad one

in and then I'm going to put a bad pin

in as well so I'm going to validate this

pin and what's going to happen is I get

that error has occurred so the ATF could

do a much better job of giving us

feedback back but what it actually means

is that the user's eform ID is incorrect

the eform ID should be a first initial

of their first name and then

approximately five of the last name and

five or six numbers depending on where

they are in the sequence that's what it

should look like it should not be an

email it should not be anything else

it's going to be uh first initial it's

going to be part of their last name and

it's going to be five or six digits and

those are that is come to them from the

ATF it's going to come to them after

they register for their eform account in

server we can help do that uh you see

this register new button on the bottom

that'll help populate it but from that

ATF main screen and if you there's a

green button and you can register and if

you look at episode I think four or five

we also talk through how to register a

client in eforms they need to check

their email and double check it the

common ones are they assume it's all of

their last name so say it's a a Jim

Jones right uh it would be his e form ID

would be a j and then Joan j o n e and

not necessarily the S so customers will

look at it and say oh that's this is my

name because it's supposed to be all of

my name or like a Miller it might just

be m i l l e and not the r at the end so

if you put that in that way or they

transpose a number something like that

right so if you put the eform ID in uh

uh and they put their pin in then or

they keep punching in correctly and you

you hit submit and validate just like I

did here I'll do it again so if I sign

and

submit and I'll do just a junk

one and I validate this pin this is the

error that I get that is a bad eform ID

okay so the next one is we we get the

the customer puts in their correct eform

ID and what they think is uh their

correct pin and this is the error that's

going to pop up it's going to say

transfer pin entered uh for the user ID

was invalid please try again so that's a

simple they have a number transposed

they need to double check their records

on the pin uh if they do not remember

their pin uh we can we can help them fix

that or they can fix

that to fix the bad pin they have to log

into their eforms account uh if you're

doing it at the shop I recommend that

you do it under Incognito as a or an in

private session that way you don't get

logged out of your shop account then

this upper left here there's a profile

tab we click on that and then there is

password pin and security maintenance

and 2/3 of the way down there is this

forgotten pin section that is where the

client can reset their pin uh and it'll

walk through the steps on that I believe

there's an email that says you know are

you trying to reset this etc etc um and

it'll work through some of those pieces

so if you get this error the bad pin one

they either have to double check their

records or if they have forgotten their

pin log into their they need to log into

their account and then uh go to this

profile password and this forgotten pin

uh piece or update pin if they can work

through that so that's how that one gets

resolved so the next one that we have is

the bad uh data so we have a correct or

known good eforms ID we have a the

customer is confident the pin is correct

and you get to this message transferee

must be someone who is identified in the

responsible person's train stop now what

that tells us is that we have a data

mismatch between what is in their eforms

profile and what is in the form for

application the fastest way to resolve

this is to get the customer to log into

their profile and we'll do a split

screen here

so I've split the screen uh I'm in the

client profile on the right hand side

let me hide that uh in the client

profile on the right hand side they've

logged into their account and I'm going

to go to profile here and I'm going to

pull up their data and then on the eform

side on the shop side I am going to go

back to the transfery train

stop and what we need to do here is we

need to look and make sure that

everything jives between these two so

first off if you look at it I have I

have the info email at on here as the

form receipt this is what's in the

client profile info email but in my

application I put

Dan that's a

failure okay that will not work um back

and forth so on

that so that's the first one I have to

fix I either have to update this form

receipt email cuz it says all PDFs form

submissions access Etc go to here this

email here must match this email here

okay the next piece that I'm going to

look is at the address and if you notice

I'm going to actually fix this so I

thought I had it fixed the other way um

this court this address which is CT for

the street address does not match what's

in the profile is spelled out Court okay

and then the other one that is typically

wrong is middle

name off a driver's license many times

we will pull the full middle name if

we're using uh Cerberus but the customer

may only put their partial middle name

so the three that you will get typically

is going to be email errors this email

does not match the email in the form the

middle name does not match the middle

name and then the street address has uh

an issue or something like uh there's a

space in

here or something to that effect so this

would

fail this would

fail this would

fail this would go through letter for

letter space for space on all of these

profile items must match what is in uh

the form

for so the last error that we're going

to get uh if you go back into your on

the responsible persons Tab and if you

go back

in if you go back into edit line here

you're going to get this

error from what we figured out that this

basically is a file handling issue with

the ATF on how to protect kind of the

efts so that you can't download them

later on so they don't actually show in

the digital documents once you submit

and if you go back into the responsible

person after you've loaded an EFT

then it's going to fail so what we've

I've told people and I found success

with is I if I go back into the RP then

I need to re browse and reload the

fingerprints so I'm going to reload this

now it's good and then save and close

and I don't go back in once I know it's

known good I don't go back into the

responsible person I don't edit line

again uh the fear or assumption is that

it will dis associate that EFT file and

we need to upload it and make sure that

it's in there so uh those are the four

error messages that you're going to see

that you can possibly get on eforms we

have bad transferee so that's uh back up

so start with this one you have just

this error after a eform ID and pin is

put in so that is a bad eform ID from

the client again the pattern is

typically first initial of first name

one initial of the first name

part of the last name and then five or

six digits that's the pattern it's

looking for if you just get this error

it's it's not a good eform ID and it's

going to fail so the next one is going

to be bad pin you have a the customer

puts in a known good eforms ID and they

put in a pin they think is correct

you'll get simply this transfery pin is

incorrect they either have to get the

correct pin put in or they need to log

into their account and reset update

their pin

the last one that you're going to see at

the certification piece is uh transf

free must be someone on the on the uh RP

so that is a mismatch between the client

the client's profile in

eforms and what is in the data that is

in the form for typically it's email

followed next by uh middle name followed

next by street address typically the top

three issues that need to be corrected

and again letter for letter space forace

space must be correct uh between uh

what's in their profile on eforms and

what's in the form four that you're

building and then the last one I showed

you is if you go back in if you have a

EFT loaded uh on eforms and you go back

into this edit line piece go back into

this edit line piece on the RP you'll

get an error and it's basically a file

retrieval for the EFT piece so you have

to reload the EFT and then keep

moving so that's it for this episode uh

if you like what we're doing and you

find it beneficial please like and share

give us a review give us some feedback

uh we're on Spotify iHeart um Amazon

music as well as on YouTube channel so

we both have the videos and the audio up

on YouTube plus some other pieces we're

putting there so like and follow

solutions for the firearm industry on

Spotify our website is Peterson Farms

usa.com this is it uh we have two

products that are Flagship product is

Cerberus Live Scan that is a digital

finger printing solution for the

Firearms industry to get digital prints

and help submit the efts and eform 4 and

form one submitt and then Merlin uh

Merlin is our warehouse Search tool and

we are wired up into these warehouses we

can pull down if you have an account

with these guys you can pull down their

data and put them all in one on one

screen as opposed to flipping through a

dozen different web tabs so if you like

what we're doing please give us some

feedback like and share us so everyone

can find us us and if you got any

questions please reach out happy to talk

thank you