Buy Outright, Inventory, Pawns, Sales, Disbursements

Credit-Card Processing

Advantages of Accepting Credit-Card Payments

  • Accepting credit cards satisfies your customers' expectations. It's convenient, they don't have to carry cash and they can 'pay later'.
  • Credit-card processing adds professionalism to your store's image and increases sales.
  • Buyers have more purchasing power, effectively making more money available for shopping.
  • Accepting cards can reduce the amount of cash needed at the store.
  • Card purchases eliminate math errors in calculating change due.
  • Card processing can help to eliminate employee theft.
  • Credit cards speed the checkout process.
  • Your customers appreciate speedy service and share their experiences with others.

PPSS and Credit-Card Processing

Use any merchant account and credit-card processor you wish. PPSS does not limit your choices. If you need to change processors or banks later, we won't be standing in your way.

Just swipe the card and select the card type from a drop-down menu on the sales invoice. The amount of the sale is auto-entered.

The cash drawer will not pop open when credit card is selected as the payment method.

Share Credit-Card Costs with Clients

It's becoming a common practice to pass some or all of the cost of providing credit-card processing on to those who benefit from it - your patrons.

A percentage can be deducted from every settlement of credit-card purchases:

  • Any client can be permanently excluded.
  • The percentage only applies to credit-card sales.

Where allowed, a percentage can also be added to credit-card purchases.

Use these options to take in more than actual credit-card costs.

There is a 3rd option of a % to be deducted from every sale (credit card or not) before applying the consignor split. For example, if the % is 2% and the sale is $100, the store would take $2 then split the remaining $98.

These 3 options are available in a separate module for $19.95/mo. and that too can be passed on to clients.

Call 888-427-5779 for more information, or send an email.


Disbursements in PPSS refers to any form of payment made by the shop and includes cash and checks.

Things to Know about Checks

  • Payment by check provides proof of payment. Your checks must be endorsed to be cashed so 'payment by check' might be a wise choice for most payments.
  • Attempting to print a check for a cash disbursement or for a disbursement marked as Not Approved will generate an error message.
  • If a check is created but won't be printed, change the check's status to Not Approved so it cannot be printed and will not affect reports. (Select the check in the Disbursements Work Area and click 'Approved/Canceled'.)
  • For some printers, it may be a bit difficult to determine the correct row spacing settings to print 3 checks per page. A work-around is to turn off '3 Checks Per Page' in Program Setup and print 1 check (the first print position) at a time, printing one check, tearing it off and refeeding the remainder of the sheet of checks.

Cancel a Check

  1. Select the check from the List in the Disbursements Work Area.
  2. Select Edit Disbursement and select Not Approved, then OK.
  3. Canceled checks do consume a check number but do not affect store income.

Checks and Accounting

A cash disbursement is processed the same as a check but no check number is used and no check is printed.

Cash and check both decrease store income.

Buying Checks

Three checks per page is the most common choice because there's less paper waste. Have them prepared by your bank to include special security measures against fraud.

If not already done, go to File, Program Setup, General and select either one check per page or three.

Pay One Client by Check

When 'Check' is the payment method selected for a settlement, PPSS prepares a check for printing and lists it in the Disbursement Work Area.

To pay a consignor by check:

  1. Go to the Disbursement Work Area.
  2. Select the check to be printed from the table by clicking on it.
  3. Select Print Check from the Disbursements Work Area Menu (lower left).

  4. On the next screen (not shown), select a print position for the check (top, middle or bottom).
  5. Click the X in the upper-right corner of Check-Position Window to close the window.
  6. The print that will appear on the check is presented in a Print-Preview Window.
  7. If the information is correct, click the Printer Icon on the top menu:

  8. The next screen to appear is the Windows Print Setup screen.

    The settings should be:

    • Name: The correct printer name should appear here.
    • Size: Letter
    • Page range: Current page
    • Orientation: Portrait (Never 'As Preview')
    • Number of copies: 1
  9. When settings are correct, load a blank sheet of paper in the printer and press OK to start printing.
  10. Place the printed page over a check page, square them and hold them up to the light to verify that the print will appear in the correct positions on the check.
  11. If the print position is incorrect, follow the procedures for Adjusting Print Position on Checks.
  12. If the print positions are correct repeat the printing of the check but load the check into the printer.

Pay Multiple Clients by Check

Although the program includes the ability to print multiple checks, printing one check at a time will likely avoid most of the inherent issues with attempting to print multiple checks: wrong information, out-of-ink runs, paper jams, misalignment...

NOTE: To print multiple checks at the same time, first go to File, Program Setup, General tab and turn Print Preview off.

When 'Check' is the payment method selected for settlements, PPSS prepares a check for each settlement for printing and lists the checks in the Disbursement Work Area.

How to Print Several Checks at Once

  1. Select Batch Settle from the Settlements Work-Area Menu:

    Sales eligible for settlement will be listed. Uncheck those that are not to be processed and make sure 'Check' is the Payment Method selected.

    (Please remember that settlements for less than the amount stipulated in Program Setup will not appear in the list.)

  2. Place enough checks in the printer's tray.
  3. Click on Print Checks:

Checks should start to print. All checks marked for printing will be printed so make sure there are enough checks in the printer tray.

Manage Bad Checks

  • Editing an Invoice Record to note a bad check flags the Inventory Record and the Buyer's Record.
  • Reports can include bad checks only.

Record a Bad Check

Select Sales in the Work-Areas Menu.

Select a Sale in the List of Sales then select View Sale from the Sales Menu (lower left).

The View-Sale Screen has a button labeled 'Bad Check'.

If payment was made by check, pressing this button will draw a line through all amounts paid by check on the invoice.

If payment was not made by check, this button has no effect.

Bad-check sales are not included in sales reports unless the 'Report should only include bad checks' filter is checked. They do appear if 'View All' or one of the time periods (Today, Week, Month, etc.) in the Time Bar is selected.

If a Buyer's check is bad, the invoice number will appear on the General Tab in the Client's Details Area. Select the Client from the list and look to the lower right -

In the Disbursement Work Area

Click on a Disbursement to select it.

Click Approved/Canceled... toggle the status of a check between Approved and Canceled.

The status of the check is shown in the Details Area next to Status:

Canceled checks do consume a check number but do not affect store income.

Check Cashing

Pawns, Cashed/Bounced Checks and Payday Loans are all 'loans' - the difference being that unlike pawns, checks and payday loans are not secured by personal property.

Set up fees and loan schedules in Program Setup (Under File). Click on the tabs named Pawn Fees, Pawn Etc. and Payday:

Cashing Checks

To enter a Cashed Check, press F2 or go to the Pawns Work Area

Select New Check from the Quick Links Menu:

Select a client:and click OK:

On the New-Check-Cashed Screen the Client name, Name, Today's Date and fees (set in program setup) will be auto-entered:

Enter a location for the store, if applicable. (Some pawn shops have more than one location.)

The Check Date and time may be changed. The drop-down arrow in the date field produces a calendar.

Enter the Check Value and a Percentage Fee. The Net Paid Out will be displayed. It is the amount of the check less all applicable fees. (If the fees are incorrect, change them in Program Setup or edit the amounts here on this screen.)

When a cashed check clears, nothing else is required in PPSS. Records will show the amount paid for the check, the amount of the check and the profit made.

Check-Cashing Tickets

Select a Check Record in the Main Table then click the Print Ticket button to produce a Cashed-Check Ticket:

The Ticket for the item selected will be presented in a 'Print-Preview Screen' for inspection prior to printing.

The ticket will include the shop's name and contact information (if entered in Program Setup) along with the customer's information (that was entered in the customer's record).

If any desired information is missing from the form, edit the customer's record, the loan record and/or shop information in Program Setup to add or change the information on the ticket.

Print the ticket by clicking on the printer icon on the Print-Preview Screen:

Clicking the printer icon will open Window's Print Setup screen where you may choose to print more than 1 copy.

The ticket may be emailed by clicking on the email icon just to the right of the printer icon, or by clicking on the Mail button on the Print Setup screen (requires Microsoft Outlook or Outlook Express).
Cashed-Checks Reports

Checks are listed in the Main Table along with Pawns and Loans when viewing the Pawns, Checks, Loans Work Area:

To view Checks Only, click on Reports:

Click on Pawns, then select Cashed Checks:

Then click View the Report:

The Report Screen will go to the background and the PPSS Main Table will come forward with a list of Cashed Checks.

Click these options to view Cashed Checks added or edited only for Today, the past 7 days, the past 30 day or the past 365 days. Click View All to view all Cashed Checks again:

Refining Cashed-Check Reports

PPSS Reports can very specific. By making settings on the Report Screen, desired records can be included and undesired records can be excluded, depending upon the settings made.

Click on Reports:

Click on Pawns:

Check Cashed Checks:

To illustrate, a report that only includes Checks Cashed during November, 2008 between $100 and $500 can be produced with these settings:

Note that boxes must be checked for ranges to apply.

Select how the report should be sorted:

The Report may be previewed and printed, or viewed in the Main Table:

Details Area

When a Check Record is selected in the Main Table:

Details about the Check are presented in the Details Area at the bottom:

Cashed-Check Tickets

Another form of a Cashed-Check Report is the Cashed-Check Ticket.

Cashed-Check Tickets are produced for one cashed check at a time.

To produce a Cashed-Check Ticket, select the Cashed-Check Record from the Main Table and click on Print Ticket:

The Ticket may be viewed on screen and it may be printed.

Note: Columns containing both letters and numbers is sorted (in databases) as text so numbers will appear in order of 1,10,2, not 1,2,10. Due to a limitation of the component used in the program, numbers also sort as text in reports and in lists of labels.

When looking for records currently added or edited, click on the time-period buttons to display records for the time period selected:

Click on View All to restore all records.

If a record doesn't appear after it's been added, click on View All.

Sort Columns in the Main Table (version 6.0.516 and later)

In any Work Area, click on the table header to sort the column alphabetically or numerically:

Click on the header again to reverse the sort order.

The triangle on the right of the column header indicates the sort order:

It may be necessary to move the vertical scroll bar (on the right of the main table) up or down to find a record.

Please note:

  • If every record (ID, Name, etc.) has letters only or numbers only, the sort will be A-Z or 1-10.
  • If records have a mix of letters and numbers (like Client IDs SmithJ and 125), the sort will be alphabetical so the sort of numbers in such a list will be 1,10,2, not 1,2,10.

Finding a Record

In November, 2013 (version 6.0.850) the search box was moved under the center table:

Search Options

Click on File then User Interface to select search options.

In Buyers, Clients, Employees and Settlements, searches can be by either ID or Name but not both.

In Disbursement searches can be by 'Paid By' or 'Paid To'.

In Inventory searches can be by ID1, ID2 or Description.

Sales searches can be by Invoice # or Name.

On the same screen, check 'Search by first letter/number only' to exclude any records that might include the search anywhere in the record. If this option is NOT checked, entering a search like 'ike' will find Ike Eisenhower and Mike Martin. To search type the first number or letter of the ID, name, description or invoice #. If that doesn't find the correct listing or reduce the number of listings to a few, type the next number or letter of the name or ID.

Records can also be found by using Reports

Watch a video.

Check Setup

Go to File, Program Setup, General Tab and select either one check per page or three.

Print a check on a blank sheet of paper and hold it up to the light with a check behind to make sure the print lines up with the check's fields.

The Top and Left Margins and Row Space may need to be changed (on the New-Disbursement Screen) to print correctly. The default settings of (Left) 350, (Top) 850, and (Row) 13 are correct for most ink printers.

Prepare a New Check for Printing

  1. Select New Disbursement from the Disbursements Work-Area Menu.
  2. Complete the fields on the New-Disbursement Window:

    The next available check number and current date are auto-entered and may be changed. The starting check # is 1000.

  3. Enter the payee's name and the amount of the payment. Other information is optional.
  4. Select Bill, Cash Disbursement or 'Other' for the type of payment. ('Other' includes settlements and commission payments.)
  5. When entries are complete, press OK.

    The new check will now be listed in the Disbursements Work Area.

  6. Select the check.
  7. Select the print position for the check (Top, Middle or Bottom).
  8. Click OK to print.

When printing a check for the first time (or when printing for the first time after the program has been uninstalled and reinstalled), print on a plain piece of paper to see where the print would have been placed on the actual check, then adjust the margin settings to place the print in the correct position on the check.

Print the Check

  1. Select a check from the List in the Disbursements Work Area.
  2. Select Print Checks in the Disbursements Work Area Menu (lower left).
  3. A Check Layout window will appear. Select which check position to print, Top, Middle or Bottom.
  4. View the check on the Print-Preview Screen. If it appears to be correct, click the print button.

Adjust Print Position on Checks

It may be necessary to adjust top and left margins and row spacing to place print on checks in the proper positions. Align print for the first check. Alignment for checks 2 and 3 (on 3-check-per-page) should be ok.

The settings for margins and row spacing are located on the Edit-Disbursement and New-Disbursement screens.

Follow these procedures for determining correct print-position settings:

  1. If there are no checks to print, use New Disbursement in the Disbursements Menu to create 3 fictitious checks. (They can be marked as 'Not Approved' later or PPSS may be reinstalled later to erase test data.)
  2. Choose the checks in the Disbursements Work Area. (Check the status of the check at the bottom of the screen. Status must be 'Approved'. If the check is shown as 'Canceled', it will not print. Either choose an Approved Check or click the Approved/Canceled option in the Disbursements Menu to change the status to Approved.)
  3. Select 'Print Check' from the Disbursements Menu.
  4. On the Check Position Screen, 'Top' should be selected by default. Select 'Top' if it is not selected.
  5. Click on the 'Close-Window X' in the upper right corner of the Check Position Screen.
  6. View the check on the Print-Preview Screen. If it appears to be correct, place one blank sheet of paper in the printer. (Feed one sheet at a time to avoid misfeeds.)
  7. Click the print button.

  8. Place the printed sheet over a check and square the 2 sheets.
  9. Hold them up to the light and observe where print would have been placed on the sheet of checks.
  10. To adjust print position, double click on the check record to open its Edit Screen. Settings for Margin and Row Space appear on the right:

Large changes in the values for top and left margin are necessary to see significant changes in print position.

It may be necessary to use negative values to achieve correct position. Top or Left Values could be from -500 to 2500. Row space could be from 5 to 20.

  • If the print position is too high, increase the Top-Margin Setting, or vice versa.
  • If the print position is too far to the right, increase the Left-Margin Setting, or vice versa.
  • Use the Row-Space Setting to increase or decrease the distance between lines.

When the correct settings have been determined, record the settings (off of the computer) for future reference.

Disbursement Reports

Can't Print a Disbursement Report- error: bcoptions.dbf is not a table

  1. Close the program.
  2. Go to C:\PPSS\blank db.
  3. Copy these files to the clipboard: bcoptions.cdx and bcoptions.dbf.
  4. Paste those files in C:\PPSS, replacing the existing files.
  5. Reopen the program and try again.

There are 3 ways to generate Disbursement Reports:

  • Quick Links
  • Details Area - Select a Disbursement in the Disbursement Work Area
  • Filtered (Defined) Reports

Quick Links Reports

PPSS is divided into Work Areas. They are:

Each Work Area has its own set of Quick Links. These are the Quick Links for Disbursements:

Cash Day/Week - View cash disbursements for today or the past 7 days

Cash (table) - View cash disbursements in the Main Table.

Checks Day/Week - View checks for today or the past 7 days.

Checks - View checks in the Main Table.

Disbursements Day/Week - View disbursements for today or the past 7 days.

Time Filters

Click on these buttons:

time filters

to view records in the Main Table that have been added or edited today, last 7 days, last 30 days, etc. Click View All to see all records again.

One Disbursement Information

Select a disbursement from the Main Table and view information about the disbursement in the Details Area at the bottom of the screen:

Filtered Reports

A report 'filter' filters out unwanted information in the report.

For example, by setting the filter 'date range' to a specific time period, all data not falling within the specified range will be omitted from the report.

Disbursement Reports Using Filters

  1. In PPSS on the Main Menu click on Reports then click on Disbursements.
  2. Reports can include all disbursements or only those Approved or Not Approved.
  3. Select options and make settings on screen to define which disbursements are to appear in the report. (Note that the boxes for Payment Date and Payment must be checked for ranges to apply.)
  4. The report can be for all clients or a selected consignor.
  5. The report can be sorted by Date or Payee.
  6. Select Print the Report to view a print preview with the option to print.
  7. Select View the Report to view the report in the PPSS Main Table.


Use PPSS to record  information about guns and send that information to L.E.A.D.S. (Law Enforcement Automated Data System).

Before entering a new record for a gun pawn -

  1. If applicable go to File > Program Setup > Pawn Fees and enter an amount for a Gun Fee to be applied to gun pawns only:

  2. Go to File > Program Setup > Pawn Etc. and enter your Federal Firearms License number:

  3. Go to File > Program Setup > Interest and enter the number of days a gun must be held upon redemption (if applicable):

Register a New Client and Gun Pawn

  1. Select the client from the list of clients in the Clients Work Area, or press F5 and enter all information (required by law) to create a new record.

    If numbers are being used for Client IDs, the next available Client ID will be auto-entered along with Item #, current date, quantity and ticket #. If letters are being used for the Client ID, enter a new Client ID.

    Error: ID in Use - Solutions: If letters are being used for IDs, just alter the letters until a unique ID is achieved. If numbers are being used, close the new-client screen, locate the last number used for a client ID, reopen the new-client screen and enter the next sequential number of the Client ID.

  2. Press 'Save and Open New Pawn':
  3. Complete all required information.
  4. Check 'Item Is a Gun':
  5. Only enter the amount of the loan in 'Item Loan Amount'. Do not enter values in 'Item Value' or 'Total Loaned'. (The program will enter the Total Loaned.)
  6. If there is more than one item, press F4 or press 'Another Item':
  7. When finished press 'Save, Preview, Print Pawn Ticket' and follow the prompts to print the ticket:

    or press Save/Close to save the transaction without printing.


Gun Log

Police Reports

The federal government requires shop owners to be aware of laws governing gun-related record keeping. Please refer to Records Required For Firearms Licensees. PPSS reps can answer questions about the PPSS software but cannot make representations or interpretations regarding law as that would put them in the position of giving legal advice.

Police Reports in PPSS

The shop owner needs to be familiar with local police reporting requirements.

These are a few of the things that vary from jurisdiction to jurisdiction:

  • The format of height when creating new client records (feet and inches or just inches, # format: 511 or 5-11?)
  • Identifying information to be recorded (often including permanent identifying marks like tattoos, scars, etc)
  • Report format (.csv (comma-separated value spreadsheet; text, .xls Excel spreadsheet)
  • How reports are to be delivered to the police
    • Emailed to the police
    • Printed and picked up by the police
    • Uploaded to any other website via FTP (File Transfer Protocol)
    • Uploaded to LEADS Online
  • Periodicity of reports (daily, weekly, etc)
  • Content of the report (usually clients' names, identifications, contact information and detailed information about pawned items)

Default PPSS police reports include: Ticket #, Item ID and Value, Date/Time, Description (up to 20 characters), Pawn Amount, Client Age, Race, Sex, DOB, Height, Weight, Eye/Hair Color, and 2 ID #s and Types (drivers license, green card,etc). Enter additional information as needed in the details field (up to 100 characters).

Police Reports can be generated in various formats:

  1. Printed on paper
  2. CSV (comma-separated value) spreadsheet
  3. PDF (Portable Document Format)
  4. TXT (a simple text format like a letter or an email)

CSV and PDF and TXT can be emailed.

The TXT file generated for LEADS can be uploaded to the LEADS website.

To access the Police Reporting functions in PPSS, on the Main Menu click on Reports then Police Report Generic or Police Report CSV Generic:

Police Report Generic presents a list (print preview) of transactions and details that can be printed by clicking the printer icon:

Police Report CSV Generic opens a Windows' 'Save-as screen' with 'police.csv' entered as the filename. (It may be helpful to rename the report using the store name and date, like samspawn-7-7-17, or the police might prefer a different naming format.) Navigate to the folder where police reports are kept (preferably off of the hard drive on an external storage device). Click 'Save' to save the report to the chosen destination folder.

If information in a report is missing or is incorrect, close the report, edit the record to add or correct the information and reproduce the report.

Report Filters

'Report filters' filter out unwanted information. For example, setting a report filter of a date range (like 02/07/17 through 07/18/17) would exclude (filter out) all transactions before and after that range. Only transactions from 7/7/2017 through 7/18/2017 would be included.

Use 'report filters' to include transactions for a specified time period.

Filtered Police Reports

'Police Report Generic' and 'Police Report Generic to File' will only include transactions since the date of last police report.

Here's how to produce a report of transactions for a specific time range:

  1. Click on Reports on the Main Menu.
  2. Click on Inventory.
  3. Check the 'Pawn-Date' box.
  4. Use the drop-down arrow to the right of the 'Dates-From' field to select the date for the starting date of the report.
  5. Use the drop-down arrow to the right of the 'Thru' field to select the date for the ending date of the report:
    The report will include pawns UP TO and THRU the 'Thru Date'.
  6. DO NOT CLOSE THIS SCREEN but minimize it by clicking on the minimize button:

    This will leave the Report Screen open (but minimized) so the settings will apply to the report.

  7. Next, click on Reports on the Main Menu.
  8. Click on the desired Police Report.
    'Police Report Generic' will produce a report which looks like this:

    If the information is correct, click on the printer icon at the top of the print-preview screen to proceed with printing. If information needs to be corrected, close the report, make the necessary changes and produce the report again. This type of report is suitable when the police require a printed report.

    'Police Report CSV Generic' is in 'comma-separated format' (spreadsheet format) and will look like this:

  9. After clicking on 'Police Report CSV Generic', if the information is correct, select a place off the hard drive to save the report, like a flash (thumb/pen) drive for storing police reports. If information needs to be corrected, close the report, make the necessary changes and produce the report again.

The police can tell you in what format to make the report and how they are to obtain the report.

Please note that this filtering method cannot be used with LEADS reports. Use these instructions instead.

ATF (Bureau of Alcohol, Tobacco, Firearms and Explosives)

Brady Law Requirements for Transferring a Firearm

  1. The licensee must have the transferee complete and sign ATF Form 4473, Firearms Transaction Record (which must be kept on file).
  2. The licensee must verify the identity of the transferee through a government-issued photo identification.
  3. The licensee must contact NICS (National Instant Criminal Background Check System) through either the FBI or a State Point of Contact (POC).
  4. Completed forms must be retained for 20 years.

The licensee initially will get either a 'proceed' or 'delayed' response from NICS.

  • If the licensee gets a 'proceed' response, the firearm may be transferred if there is no additional State waiting period.
  • If the licensee gets a 'delayed response' it indicates the transaction is in 'open' status and that more research is required prior to a NICS 'proceed' or 'denied' response.
  • If the licensee gets a 'delayed' response and there is no additional response from the FBI or POC, the licensee may transfer the firearm after 3 business days have elapsed.

Of course, the licensee must still comply with any waiting period requirements under State law. FFL's (Federal Firearms Licensees) contacting the FBI directly will receive information from the FBI indicating when the 3 business days time period elapses on 'delayed' transactions.

Brady Law Website

ATF Form 4473

A Firearms Transaction Record (Form 4473, is a U.S. government form that must be completed when someone purchases a firearm from a Federal Firearm License holder (like a gun store or pawn shop).

In addition, the sale of two or more handguns to a person in a five-day period must be reported to ATF on Form 3310.4.

Section A instructions of the 4473 state, "Must Be Completed Personally By Transferee (Buyer).

This form has been removed from the PPSS 24k edition as a precautionary measure, because stores completing this form using a keyboard for input does not meet the requirement.

However, the ATF does maintain the e-Form 4473 online.

Electronic Gun Log

Gun-transaction data is auto recorded in the 24k edition of PPSS. It records data for pawns, purchases, sales, clients and licensed firearms dealers so it will be necessary to record very accurate information when creating new records.

The PPSS log is in the format of ATF Form 5300.5 (Report of Firearms Transactions) and includes:

  • Shop Name, Address, FFL#
  • Date, Period Covered, Receipt Date, Disposal Date
  • Manufacturer or Importer
  • Serial Number, Model, Caliber, Action
  • Source
  • Receiver
  • FFL#/DOB

Configure PPSS for the Gun Log

The program uses predefined User Groups which require these files to be downloaded and unzipped into the C:\PPSS folder:

The safest bet is to ask tech support to do the setup for you (, 888-427-5779) but if you would like to avoid a service charge, here's the procedures:

  1. Close the program.
  2. Make a copy of C:\PPSS. New category files will be installed and that could cause some existing categories to be overwritten.
  3. Download
  4. Extract those files to C:\PPSS.
  5. Open the program.
  6. On the Main Menu click on Inventory

  7. ...then Categories.
  8. If any previous categories are missing, they will need to be reentered.

Create New Customer Record For a Licensed Firearms Dealer

Press F5 to open the New-Client form and check 'Licensed Firearms Dealer'. (Leave 'Active Client' checked to indicate an account.)

  • Checking 'Licensed Firearms Dealer' will change the first ID type from Driver's License:

    to FFL #:

  • Enter the FFL # in the box to the right of FFL #.

Use buy outright to purchase his guns.

Create New Customer Record For an Individual

Complete the same form (as above) but leave 'Licensed Firearms Dealer' unchecked.

Sell Your Own Guns

Create a client record for yourself as a dealer and enter your FFL # in the record.

Sell your guns to the shop using buy outright.

Gun-Log Reports

At the top of the screen, click on Reports

...then Gun Log.

A 'print-preview screen' will open. (The print has to be fairly small to fit everything onto a sheet of paper.)

Press the printer icon at the top left to print the report.

Only gun transactions that have been processed since the last time this report was accessed will appear.

To see all gun transactions again, go to Program Setup > General and check 'All Data'.

Another way to see gun transactions is to click on Reports, select Pawns and check Guns:

...then click on 'Print the Report'.

See L.E.A.D.S. for further procedures related to guns.

ATF (Bureau of Alcohol, Tobacco, Firearms and Explosives)

The federal government requires shop owners to be aware of laws governing gun-related record keeping. Please refer to Records Required For Firearms Licensees. PPSS reps can answer questions about the PPSS software but cannot make representations or interpretations regarding law as that would put them in the position of giving legal advice.

Military Lending Requirements

The Military Lending Act (MLA)

The Military Lending Act enacted on 10/3/2016 limits interest to 36% MPAR (Military Annual Percentage Rate) for active military and their dependents.

For clients claiming to be active military the Pawnbroker must conduct a search at the DMDC (Defense Manpower Data Center) at using the member’s social security number, last name and date of birth.

If a dependent of a military member is applying for a loan he or she will need to provide the member's information as the DMDC will not have the dependent’s information on record.

Because pawnbrokers are required to ask every customer about military status, each new-client screen in PPSS will have the military option checked - so as to remind the clerk to ask about military status. If the check is not removed, the program will require a DMDC Certificate Number. If the number is not entered a warning will be presented (upon attempting to save the record) that a number was not entered. If the client is not military, just remove the check mark and proceed.

Pawnbroker Pawn Shop Software Configuration

In the program click on File then Program Setup. On the Pawn Etc. page check 'Fulfill Requirements of the MLA'.

Military Status Verification

  1. Create a handy shortcut to
  2. Select Single Record Request or Multiple Record Requests
  3. Enter the last name, social security number and birth date.
  4. Click Submit.
  5. Follow the instructions to complete the verification.

Pawnbroker Pawn Shop Software Procedures

  1. Create a shortcut on the desktop to the search function on the DMDC website using as the path and DMDC for the shortcut name (or create some other convenient way of opening that webpage).
  2. Press F5 to open a new-client record (or click on Client New at the top).
  3. Complete required information.
  4. If the client is NOT military, remove the check:
  5. If the client IS military, leave the box checked and conduct a search at the DMDC website
  6. Open the PDF returned by DMDC and copy/paste the DMDC Certificate ID in the box on the new-client screen:
  7. Complete other fields as needed and follow the procedure for recording client and pawn information.

This is the information included in the PDF document returned by DMDC:

Based on the information you provided, DMDC possess information indicating that the individual is either on active duty for more than 30 days or a family member of a service member on active duty for more than 30 days based on the Status Inquiry Date.

Upon searching the data banks of the Department of Defense Manpower Data Center, based on the information that you provided, the above is the status of the individual on the Status Inquiry Date as to the following branches: Army, Navy, Marine Corps, Air Force, and Coast Guard.

This inquiry system has been designed to support identification of borrowers covered by 32 C.F.R. Part 232, which legally protects covered military personnel and their family members from excessive interest rates. This Federal regulation, which implements 10 U.S.C. 987, defines covered borrowers as: (1) A regular or reserve member of the Army, Navy, Marine Corps, Air Force, or Coast Guard, serving on active duty under a call or order that does not specify a period of 30 days or less, or such a member serving on Active Guard and Reserve duty as that term is defined in 10 U.S.C. 101(d)(6), (2) the member's spouse, (3) the member's child defined in 38 USC 101(4), or (4) an individual for whom the member provided more than one-half of the individual's support for 180 days immediately preceding an extension of consumer credit covered by 32 C.F.R. Part 232.

This inquiry system checks the enrollment of individuals in the centralized database of identity, military medical eligibility and enrollment, and benefits verification data on members of the DoD Components, members of the Uniformed Services, and other personnel as designated by the Department of Defense, and their eligible family members (called the Defense Enrollment and Eligibility Reporting System (DEERS) database).

The Defense Manpower Data Center (DMDC) is the Department of Defense organization that maintains the DEERS database. The data in DEERS is sent to DMDC from the Uniformed Services and DoD Components. The data is as current as the information received. The DEERS database can consistently identify most individuals included in the definition of covered borrowers with the exception of (4) above: an individual for whom the member provided more than one-half of the individual's support for 180 days immediately preceding an extension of consumer credit covered by 32 C.F.R. Part 232. Some covered borrowers in this category may not be included in the database.

This certificate was provided based on information provided by the requester. Providing an erroneous last name or SSN or date of birth will cause an erroneous certificate to be provided.

Payday Loans

A Payday Loan (Paycheck Advance, Cash Advance) is a short-term loan (typically up to $1,500) that the borrower is to repay on pay day. Payday loans are sometimes referred to as 'cash advances' though that term can also refer to cash lent against a line of credit.

Make settings in Program Setup for loan fees and interest.

Loan Types

'Loan Types' can be defined and later selected when adding or editing a Payday Loan.

To set up, go to File, Program Setup, Payday tab.

Enter a name under Loan Schedule Name to identify the loan type (like 'Primary').

Enter the APR (Annual Percentage Rate) and fees that will apply to the loan (in decimal form, ie, 1.2 = 120%). Enter dollar amounts (if any) without the dollar sign.

Enter the number of days the loan will be 'due in'.

Click Save to save entries.

Process a New Loan

Create a record for the client first.

  1. In the work-area menu click on Clients (or press F5 on the keyboard).
  2. In the lower-left menu click on New Client.
  3. Complete as much information as required or desired.
  4. Click Save/Exit.

Click on Pawns, Checks, Loans in the Work Areas Menu:

Click on New Loan in the lower-left menu:

Select a Client from the List. (If the Client isn't listed, close this screen. Add the Client record and return to this point.)

Enter the amount of the loan on the New Loan Form:

Select the Loan Type from the drop-down menu.

The fees set in Program setup will be auto-entered along with today's date and the current time. The net amount of the loan will be auto-calculated and presented.

Press OK.

A preview of the loan agreement will be presented. Click on the printer icon to print it.

To view or edit the loan, in (Pawns, Checks, Loans) double click on its record in the table, or right click and select an option, or single click and select options in the lower-left menu.

Selecting a loan in the table changes the Quick Links Menu to these options:

Select the desired action and complete the screen that follows.

Payday Loan Reports

Click on Reports on the Main Menu:

Select Pawns.

Check 'Payday Loans':

For a period-specific report, check the box to the left of 'Record Date' and enter a date range:

Choose 'Print the Report' to see a preview of the report.

Choose 'View the Report' to see the records in the Main Table.

Choose 'Pawn Recap' to see a preview of a report showing profit/loss for pawns and payday loans.

The Payday Loan Ticket

To create the ticket the program reads information from Program Setup and from a text file named loan-ticket.txt (located at C:\PPSS).

Loan-ticket.txt can be edited in a text editor to change, add or delete the default wording that appears on the generic payday-loan ticket. (Be sure to make copies of the original loan-ticket.txt before editing to have something to resort to in case of error.) Open that file in a text editor (like Notepad), make and save changes. The next ticket prepared will include the changes.

Although it won't be 'free' it's advisable to have tech support edit the form to avoid errors. Email the desired changes to along with your name and shop name.

Item Rental

Any item added to or in inventory can be designated as a 'rental':

  • When entering an item check 'Rental'.
  • When using consignment batch enter, check 'Rental'.
  • To change an item to a rental, delete the record and reenter the item as a rental.

Client items could be 'rented out' (with permission) but mostly rentals will be shop-owned items with 100% of the proceeds credited to the shop account.

Process a Rental-Item Purchase

Press F5 to start the procedure for renting an item.

Select a Buyer from the List or press 'Close Without Choosing' to enter a Rental Sale without selecting a Buyer.

Click on Select from Item List

Rental Items are listed with a pink background for easier locating.

Select the Rental Item and press OK.

On the Invoice, if another item is added, the background color of Rental Item's line will be pink - a reminder to enter the Out/Return Dates. The Out Date is usually the current date and is auto-filled. The Return Date is the date the Item is to be returned. Both dates may be changed by typing new values or by using the drop-down calendars.

Complete the Invoice as for a New Sale.

Process Rental Returns

Select Rentals on the Main Menu.

Select Process Returns to view a list of Rentals that are currently out.

Check the items being returned and click OK to clear the Rental Record.

Inventory quantities will increase for the items returned.

Other selections in the Rental Menu allow reports that show Inventory or Sales Records for Rental items returned, not returned or past due.


'Retail' in PPSS is the buying and reselling of merchandise acquired from businesses. (Buying and reselling merchandise acquired from individuals is 'resale' or 'buy outright.

Retail Accounts In PPSS

All activity related to retail takes place is the 'Shop Account' or 'House Account'. (Multiple house accounts can be used.)

Another type of 'house account' is the 'Transfer Account' which receives ownership of unsold consignments (if the Transfer Account and automatic transfers are activated and the disposal option in the client record is 'Transfer to House').

Other types of inventory with no cost basis (like donations) can be entered in the Transfer Account. All sales proceeds are generally subject to income tax.

For retail items, PPSS records buy and sell prices, computes the difference for sold items and reports the differences as profit or loss.

Retail House Account

For our purposes 'retail inventory' is merchandise purchased from businesses.

To enter retail inventory, a House Account must exist. To create one:

  1. Press F2 or click on New Client.
  2. If numbers are used for Client ID, enter the number that appears (on the right) for 'Internal ID'.
  3. If letters are used for Client ID, keep it short (for report columns and price labels). One letter would suffice.
  4. Check 'This Is a House Account' and note that the Client % changed to 0%. (All sales proceeds will go the House Account.)
  5. Click on Save/Exit. (Do not attempt to enter 'Buys' or 'Consignments' from this screen.)

Retail Inventory

It wouldn't be necessary to create client records for suppliers. It may be sufficient to place supplier information in the Details field of the item record then find the item record by scanning a barcode in the Inventory Work Area or by using the key-press search function below the list of items in the Inventory Work Area. Watch a video

To add retail inventory:

  1. Select the House Account from the Clients Work Area table.
  2. In the lower-left menu chose Batch Retail. (Resize the screen if needed. Tech support can remove columns from this screen. A service fee would apply.)
  3. Enter up to 20 characters for a Description and press Enter.
  4. Press the first letter of the category name and use the mouse or down arrow to select the category then press Enter.
  5. Enter up to 100 characters for Details and press Enter, or just press Enter to skip the field.
  6. Enter the selling price and Retail Cost (no dollar signs).
  7. Change the Quantity, if appropriate.
  8. A 'Path to Picture' and 'Notes' can be typed in (or added later).
  9. With 'Label Quantity = Item Quantity' checked, multiple labels for any item will be printed.
  10. If sheet labels are to be printed, select on of these five options:

  11. If thermal labels are to be printed, select Thermal.
  12. If no labels are to be printed, click Save to save entries and close the screen. (Labels can be printed later.)

PPSS supports the use of two thermal label printers (or the Dymo Twin Turbo) - to avoid tag having to change labels/tags in the printer for different types of merchandise.

To view items entered:

  1. Go to the Inventory Work Area and click on Today:

  2. ...or click on Today Entered or press F8.
  3. ...or create an inventory report using today's date for the 'Date-In Range'.
  4. ...or select the House Account in the Clients Work Area and click on 'Items' at the bottom.

Retail Sales

If a retail item has been assigned to a category, that category can be included in promotional sales. (For some period of time, all items in category xxx will be discounted by xx%.)

Retail sales are generally taxable but local jurisdictions allow some merchandise (like clothing) to be sold tax-free or tax-free below a stipulated amount. Create categories, configure taxes and assign the categories to items.

With Diamond and 24k editions, employees can be paid commissions and they can be denied or allowed access to any data and program functions (like voiding sales and discounting at POS). Each employee can have a 'till' that can be audited at any time.

To sell a retail item:

  1. Select the item in the Inventory Work Area and press 'Item to Invoice', or
  2. Press F7 to open the new-sale screen. (Adjust if necessary.) 'Cash Sale' will be listed as the name purchasers who don't wish to provide their personal information. With Diamond and 24k, information entered here will be recorded in the Buyers Work Area.
    • The cursor will be in the bar-code field ready for a scan. Scan a barcode that was created by the program. (Barcodes not created by the program won't work.)
    • ...or enter the Item ID,
    • ...or enter an Unlisted Item (and choose the House Account for the Client ID),
    • ...or select an item from the dropdown menu.
  3. If a picture of the item was saved and assigned to the item, click on 'View Item Picture' to view it.
  4. The cost of the item will appear in 'Last Item Cost'.
  5. Under 'Enter Payments Below' if the payment is made in cash, leave 'Cash' as the payment method and enter the amount tendered in the field named 'Enter amount 1 here'. Change Due will appear at the bottom of the page.
  6. For payments other than cash, click the down arrow to the right of 'Cash' and select the method of payment. If a credit-card option is chosen, the amount of the sale will be entered as the amount paid and can be changed if necessary.
  7. If the sale is a Layaway, check the option at the bottom of the page and complete the payment schedule in the fields below 'Enter Payments Below'.
  8. For each item, Tax % may be changed and a '% Off' can be entered in decimal format.
  9. The entire invoice can be made tax free by checking 'Non-Taxable' (and optionally entering the buyer's 'Reseller Tax ID').
  10. For the entire invoice, discounts can be entered as dollar or percentage amounts.
  11. If credit-card charges are being passed to purchasers, the amount of the credit-card charge will appear at the bottom of the page.
  12. After all entries have been made, click Save to save the sale and prepare a new sale screen or choose 'Save, Preview, Print' to save the sale and print a receipt.

A sale can be put on hold indefinitely by clicking on 'Put Sale on Hold' and will appear in the Sales Work Area with a pink background.

A sale can be put on hold temporarily by clicking on Invoice 2 (top of the page) then returning to Invoice 1 when that purchaser returns to checkout.

Because invoices can be placed on hold temporarily, the 'red X' in the upper-right corner has been disabled to avoid losing sales on hold. Use 'Terminate Session' to close the invoice screen.

Retail Reports

Any list of information is a 'report'. There are several ways to create, view and print lists (reports) in the program:

  1. Select the House Account in the Clients Work Area and click on Items at the bottom. An item record can be selected then edited by clicking on Edit Item in the lower-left menu. The selected item can be deleted. If attempted a warning message will appear. Click OK to delete or cancel to not delete.
  2. Click on the blue Reports button at the top then select Inventory. Select House Account for the Client and set any parameters on the page to define which data should appear in the report.
  3. Reports can be generated for one or more House Accounts by clicking on Clients on the Reports screen and setting parameters there. Check 'House Accounts Only'. Reports will include House Account Names, # of Items, Balance, Dates Entered, Sales and Settlements.
  4. Sales Reports can be created using the Sales-Report page on the Reports screen.Select the House Account and set search parameters.


Barcodes Missing in current versions of the software are generally no longer an issue. The program assigns a barcode as each item is entered into inventory. Duplicate and missing barcodes might only occur now when barcodes are manually entered or edited, which should never be done.

Wrong Account can be corrected by:

  1. For a few items, delete the items from inventory and reenter them.
  2. For several items, export inventory records to a spreadsheet, correct the Client ID for the incorrect items, enter the correct Internal ID then import all inventory records. The items will be removed from the incorrect account and added to the correct account.

Duplicate ID or Incorrect Starting #

The 'next Client ID #' is stored in the Windows Registry. Windows can sometimes lose track of the number. Also, if letters and numbers are used in Client IDs (not advisable) the program will lose track of the next available number. Sort the ID column in the Clients Work Area and observe the last-used number. Open the new-client screen and enter the next number in sequence for the ID.

Missing Records

The most common reasons for missing client records are:

  • The client record has been flagged as 'inactive' and in Program Setup > General, the option to not include inactives in lists is not checked.
  • Record is not in sorted list: The record name is not as expected.