Enter transaction details between dealers and firearms licence holders through the Dealer Transactions form.
Some transactions between dealers and firearms licence holders need to be recorded using the Dealer Transactions form.
Dealer Transactions form
Why you’re required to record transactions online
Providing information through the Dealer Transactions form means we can make sure firearms licence holders are aware of their requirements to register arms items.
Entering details into the Dealer Transactions form does not register the arms items in the Firearms Registry.
When you need to use the Dealer Transactions form
Dealers are required to use the Dealer Transactions form when suppling or receiving any of the following specified items with licence holders:
- non-prohibited firearms, including specially dangerous airguns
- prohibited firearms and magazines
- pistols
- 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.
You must record the transaction at the time of sale, or as soon as possible afterwards.
What to record in the Dealer Transactions form
Arms item information
For each arms item, you are required to record:
- make
- model
- 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).
Other information
You'll also be required to submit the following information:
- dealer details, including name and the dealer licence number and version number
- customer details, including name, address, firearms licence number and version number (if applicable)
- transaction type
- date of transaction.
What to record in your dealer book
Keep recording the following transactions in your dealer book:
- ammunition sales
- dealer-to-dealer transfers of arms items and ammunition
- airgun sales and supply including airgun projectiles
- 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.
Note: You are still required to use the Firearms Licence Checker tool to validate licences, for transactions entered into your dealer book.
How to use the Dealer Transactions form
Step 1: Provide dealer details
You’ll need to provide the following details for the main dealer licence holder for your business:
- First and last name
- Dealer licence number
- Version number
Note: If you cannot validate the dealer licence details, call us for help on 0800 844 431. We're available 8:30am to 5pm, Monday to Friday.
Step 2: Provide customer details
You’ll need to provide the following details for the customer:
- First and last name
- Firearms licence number
- Version number (if applicable)
- Address
Note: The form will check the customer’s details when you enter the information. If they cannot be validated, you won’t be able to move to the next section of the form. You must not continue with the transaction. Call Te Tari Pūreke for help on 0800 844 431. We're available 8:30am to 5pm, Monday to Friday.
Step 3: Provide details about the transaction
You’ll need to provide the following details about the transaction:
- Transaction type (for example, supplied or received)
- Date of transaction
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.
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 you must enter the details of the customer’s permit.
Step 4: 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 5: 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.
Take note of this 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.
From this page, you can be taken back to Step 2 to submit another transaction under the same dealer licence.
Watch our video for step-by-step instructions
Requesting information about transactions you have recorded
If you’re a dealer who only deals with non-prohibited firearms, you can request and receive submitted transaction 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, using the Firearms Licence Checker to validate the licence. 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.
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Phone 0800 844 431 (04 499 2870) 8.30am to 5pm, Monday to Friday |