From 24 June 2023, some transactions between dealers and firearms licence holders must be recorded using the Dealer Transaction form.
Dealer transactions form
Why you’re required to record some transactions online
This is an interim step until dealers and their dealer stock are brought into the Firearms Registry.
Providing information through the Dealer Transactions form means we can make sure firearms licence holders are aware of the requirement to register their arms items.
You no longer need to use the Firearms Licence Checker
For transactions entered into this online form, you no longer need to use the Firearms Licence Checker. The Dealer Transactions form will validate the customer’s licence details.
Watch our video for step-by-step instructions
What to record using the Dealer Transactions form
From 24 June 2023, you are required to use the Dealer Transactions form when you supply or receive any of the following specified items:
- non-prohibited firearms, including specially dangerous airguns
- prohibited firearms and magazines
- restricted weapons
- major firearm parts (that are not integrated into a firearm)
- pistol carbine conversion kits (PCCKs).
A major firearm part is:
- the action (frame, receiver, or upper receiver and lower receiver) of a firearm
- the frame of a pistol, or
- a calibre conversion component or kit of a pistol.
For each arms item, you are required to record:
- identification marking (for example, a serial number)
- action type (as appropriate)
- calibre/gauge (as appropriate)
- magazine capacity (as appropriate).
If you supply or receive a pistol, prohibited firearm, prohibited magazine, restricted weapon or PCCK, you will also need to record some details of the buyer’s permit to possess, including:
- permit number
- issue date
- office location (code).
What to record in your usual dealer book
You’ll continue to record all other usual information in your dealer book, including the following transactions:
- ammunition sales
- dealer-to-dealer transfers of arms items and ammunition
- airgun sales and supply
- exports to individuals without a New Zealand firearms licence
- arms items surrendered by anyone in accordance with Section 59A of the Arms Act 1983
- non-prohibited magazine sales
- arms items brought in for repair or modification.
For auctions, you’re also required to continue to record the:
- date and place of the auction
- name of the auctioneer who conducted the auction
- method of delivery of the item to the purchaser.
You are still required to use the Firearms Licence Checker tool for transactions entered into your dealer book.
Before you begin
To submit a transaction record, you need the following information:
- the dealer’s details, including their name and the dealer licence number and version number
- the customer’s details, including their name, address, firearms licence number and version number (if applicable)
- transaction type
- details of the arms item, including type, make, model and identification marking (such as a serial number)
- date of transaction.
Recording a transaction
Step 1: Start the form
The first page of the dealer transactions form provides a summary of the information you need to fill in the form.
Step 2: Provide the dealer’s details
To fill in this section, you’re required to provide the following details for the main dealer licence holder for your business:
- First and last name
- Dealer licence number
- Version number
You also have the option to include a dealer reference code. This is so you can link the transaction back to a staff member or other system reference.
Note: If you cannot validate the licence details, call us for help on 0800 844 431. We're available 8.30am to 5pm, Monday to Friday.
Step 3: Provide the customer’s details
To fill in this section, you must provide the following details for the customer:
- First and last name
- Firearms licence number
- Version number (if they have one)
Note: The form will check the customer’s details when you enter the information. If they cannot be validated, you will not be able to move to the next section of the form. You should not continue with the transaction. Advise the customer to call Te Tari Pūreke for help on 0800 844 431. We're available 8.30am to 5pm, Monday to Friday.
Step 4: Provide details about the transaction
To fill in this section, you are required to provide the following details about the transaction:
- Transaction type (for example, supplied or received)
- Date of transaction
Depending on the item type (such as whether it’s a rifle, shotgun etc), this may include the make, model, action, calibre/gauge, the magazine capacity, and the identification marking (serial number).
Note: If the item requires a permit to possess, for example a pistol, restricted weapon, prohibited firearm or prohibited magazine, you must enter the details of the customer’s permit.
Step 5: Check the summary and submit the form
Review the summary, which shows all the information you have entered. If anything is missing or incorrect, you can return to the previous pages and make changes.
Before submitting the form, you must confirm that the information you have provided is true and correct, and that you understand the information is provided as part of the licensed dealer record keeping obligations under section 12 of the Arms Act 1983 and the Arms Regulations 1992.
Step 6: Note the online reference number
The final screen will show that the transaction is complete and provide you with a reference number for the transaction, the submission date and time. It will be useful to have this online reference number should you want to discuss this record with us in the future. You must call us if you want to request your transaction information.
Requesting information about transactions you have recorded
If you’re a dealer who only deals with non-prohibited firearms, you can request and receive this data, but your staff cannot request or receive data.
If you’re a dealer who deals with non-prohibited and endorsed firearms and has endorsements on your dealer licence for business purposes, you can request and receive this data. Your staff who have a firearms licence and endorsements on that licence for business purposes can request the data but the data will only be sent to the dealer.
Records cannot be amended but we can delete records if they are incorrect. You’ll need to re-enter the transaction information.
We’ll only send records to the dealer’s business email address and will only include licence numbers and the arms items and permit details. For security reasons, it will not include names and contact details of the licence holder and customer.
If the Dealer Transactions form is unavailable at the time of sale
If the Dealer Transactions form is unavailable, record the transaction in your dealer records book. You must transfer the information to the Dealer Transactions form when it is available again.
We will post a notice about any planned system outages on our website. If you’re having a problem with the form, call us on 0800 844 431 between 8.30am and 5pm, Monday to Friday.
|Phone 0800 844 431 (04 499 2870)
8.30am to 5pm, Monday to Friday