PPSS Reports

Literally any information displayed anywhere in the program is a 'report' which can include any information stored in the PPSS database.

Possible PPSS Reports (*Available in Diamond and 24k)

Bad Checks



Category Groups

Credit Memos



Dollar Volume



Hang Tags


Invoice Dates

Invoice Totals


Item Number

Items Sold

Last Purchase Dates




Mailing labels

Mailing List

Pay Methods



Price Labels

Price Range

Quantity on Hand


Sales on Hold


User-Defined Text



Zip Code

The content of each report is determined by settings which act as 'filters' to filter out information not needed in the report.

For example, clicking on an option in the Work-Areas menu (like Clients)...

...presents a list (a report) of clients in the Main Table:

Clicking on any of the time-period buttons...

...narrows the list (the report) to only those records added or edited for the time period selected. Clicking on 'Today' for example shows only records added or edited today.

(Click 'View All' to see all records again.)

Details Area

Every work area has a section at the bottom presenting (reporting) information about the record selected. This is the Details Area for a selected client record showing account information:

Clicking on the colored buttons:

...displays other information about the selected record. For example, clicking on the General tab displays contact information for the person selected:

Selecting other colored buttons (like General, Items, Loans/Checks, Pawns and Notes in the Clients Work Area) present (report) information about the client and his/her account.

Quick Links

Each Work Area...

...has Quick Links (like these for the Clients Work Area)...

...that either produce information or perform a task.

Select a Client and use Quick Links to:

  • View Account History
  • Convert a Pawn to a Buy
  • View Current (active) Items
  • Forfeit a Pawn
  • Group-Update Pawns
  • View New Items
  • Redeem a Pawn
  • Undelete Items

Other Work Areas and Their Quick Links

Quick Links for the Inventory Work Area:

Key-Press Reports: Press a function key at the top of the keyboard to view these reports:

Report Function Key
Inventory Entered TodayF8
Today's PawnsF9
Sold TodayF10

Producing Custom Reports

Filtered reports are accessed by clicking on Reports on the Main Menu:

Select one of the options under Reports:

Choose settings (filters) on the ensuing screen to determine what information is to be included in the report.

For example, to create a list of Clients who are Active, who are on the Mailing List and who have account balances between $0 and $500, make these settings:

  1. Check 'Active Only'.
  2. Check 'On Mailing List'.
  3. Check 'Account Balance' and enter 0 and 500 in the From and To fields.
  4. If desired choose how to sort the report.
  5. To view the report on screen in the Main Table, click on View the Report.
  6. To preview the report on screen (with an option to print), click on 'Print the Report'.

Reports may be printed in PDF format using a 'printer driver' for a (free) program like PDFCreator. Just select that 'printer' on the Windows Print Screen to print any report to file in PDF format (and attach the report to an email or print it out any time).

All reports for all other options function in the same way.

Search and Sort Records

Note: Columns containing both letters and numbers are sorted (in databases) as text so numbers will appear in order of 1,10,2, not 1,2,10.

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.

LEADS Online Reporting

In the 24k edition, include images of clients and pawns in LEADS reports.

When storing pictures of people and items save each picture file with a descriptive filename, like part of the person's last name, or the Item ID for the item. Always use lower case letters and do not use spaces or punctuation other than hyphens in filenames.

The Law Enforcement Automated Database Search (L.E.A.D.S., 800-286-5388, video) is a national database of items acquired by pawnbrokers, secondhand and scrap-metal dealers, Internet drop-off stores and eBay listings.

Dealers can view a history of transactions and can receive alerts of and law enforcement use LEADS to search for stolen merchandise.

Register with LeadsOnLine for an ID and enter it in PPSS under File, Program Setup, Pawn Etc:

Manually Send LEADS Reports

After new items have been entered in PPSS, at the lower left in the Pawns Work Area, select 'L.E.A.D.S. Text File'. A 'File-Save' window will open. A filename is automatically generated which complies with LeadsOnLine specifications. (It will look something like this: 'w_0_876986_5_1_2018_161707.txt'.) Do not change the filename.

Click 'Save' to save the file in the folder presented, or use the drop-down menu in the 'Save-in window' to select a location (preferably on an external storage device) to save the file, then transmit the saved file to LEADS according to the instructions provided by LEADS.

  • For the first upload to LEADS, all transactions will be included.
  • For subsequent reports only transactions created since the last report will be included.
  • If transactions prior to the last LEADS report need to be resent, it will be necessary to create a report that includes all transactions from inception by doing this:
    1. In PPSS go to File then Program Setup.
    2. Select the General tab.
    3. Check 'All Data'.
    4. Save/Exit.
    5. Select 'L.E.A.D.S. Text File' to open a 'File-Save' window.
    6. Upload the report to LEADS.

The LEADS system will ignore the duplicates and only record new transactions.

Uploading to LeadsOnLine (800) 311-2656

There are 3 ways to send the file to LeadsOnLine. For single stores the simplest way is through the LeadsOnLine website. Multiple stores should use Secure Export or FTP (File Transfer Protocol).

Upload Using the LeadsOnLine Website:

  1. Go to the Pawns Work Area and select the LEADS function to create the file to be transferred.
  2. Save the file. Be sure to save to a location that you can easily find (i.e., floppy disk, CD, USB memory drive or your computer desktop).
  3. Go to and log in.
  4. You'll automatically land on the "Upload Data" screen. Now select your store from the drop-down list.
  5. Look for the 'File Upload' tab.
  6. Use the browse button to locate text file. (The name will have this format: w_0__8_3_2017_102646.)
  7. Select it.

A message will appear confirming a successful transmission.

Automatic Upload to LeadsOnLine with Secure Export:

This requires the installation and configuration of a secure export application developed by LeadsOnLine. Follow these instructions from LEADS.

  1. Choose the Pawns Work Area, and select the L.E.A.D.S. function to create the file.
  2. Save the file to a predefined folder that is configured within the secure export application.
  3. Within minute or so, this file will be automatically uploaded to LeadsOnLine.
  4. Once the file is uploaded, it is automatically deleted.

Upload via FTP

Please be careful to follow the file-naming conventions when using Secure Export or FTP so LEADS can identify files when they are received.

Read the instructions below or refer to online instructions from LEADS.

Police Reporting

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).

The first police report will include all transactions recorded in the program. Each subsequent report will only include transactions added since the last report. To generate

To create a report that includes all transactions, go to File then Program Setup. On the General tab check 'All Data' then Save/Exit. After the report is finished, GO BACK TO PROGRAM SETUP AND REMOVE THE CHECK IN 'ALL DATA' to avoid including all transactions again in the next report.

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.

To access the Police Reporting functions in PPSS, on the Main Menu click on Reports:

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

Reports in CSV, PDF and TXT should be stored off of the hard drive on an external storage device, like a small flash drive. Plug an external storage device in and on that drive, create a new folder and name it 'Police Reports'.

Police Report Generic to File 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-7-7-18, or the police might prefer a different naming format.) Navigate to the folder where police reports are kept. Click 'Save' to save the report to the destination folder.

To email the report, open an email, enter the email address provided by the police and enter 'Police Reports for [shop name]' in the subject line. In the body write something like 'Attached is our latest report of pawns. Sam Smith, Sam's Pawn, [address and phone].

Print Entire Report

To create a report that includes all transactions, go to File then Program Setup. On the General tab check 'All Data' then Save/Exit.

Under Reports on the Main Menu use either 'Police Report Generic' or 'Police Report Generic to File' under Reports. After the report is finished, GO BACK TO PROGRAM SETUP AND REMOVE THE CHECK IN 'ALL DATA'.

Report Message

If 'No pawned items to export' appears, that means that no new pawn records have been created since the last police report was created.

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.