Download and Install the PPSS Demo

A free 2-week demo of PPSS may be downloaded from http://www.resell4.me/ppss-24k-florida.exe. Please email us or call 800-775-6522 if assistance is needed.

A Registration Screen will appear when PPSS is started. Click on Run Demo to close the Registration Screen and begin using the program. It will be helpful to view the tips and to view the User's Guide. (Press F1 in PPSS to open it.) Also see Florida Pawn Tickets.

Prepare PPSS for Your Shop

1. Call LETTR (407-882-1590) for your LETTR log-in information.
2. In PPSS, press F1 to open the User's Guide.
3. On the left, click on Program Setup to see how to set up PPSS for your business (including interest, fees, sales tax, printers, etc.).
4. In PPSS Program Setup click on the 'Pawn Etc' tab.
5. Enter the LETTR log-in information.
6. Click Save and Exit.
7. On the Desktop, right click away from any icon and select New Folder.
8. Type Police Reports and press Enter. This is the folder where police reports from PPSS will be stored.

Item Descriptors and Abbreviations

Abbreviations (like 'W" for white gold, 'L' for lever action, 'R' for ring) are used to describe items in PPSS. The abbreviations are then printed on the Burrell Pawn Form and in Police Reports.

Describing New Items in PPSS

The PPSS program stores abbreviations in 'Groups' and makes the descriptors available in drop-down menus when adding new items. (For example, 'Stone Color' is a group and its 'Members' are Amber, Blue, Clear, etc.)

1. To view the Groups and their Members, in PPSS, in the upper left click on Inventory:

   

2. Mouse over User-Defined Groups then select any of the options (like Brand for example) to open the User-Defined Groups Screen:

   

PPSS provides more Groups than the Burrell form requires so not all Groups in PPSS will be pre-defined with Burrell abbreviations.

Also, a group like 'Brand' could be for guns and could have members like Colt, Luger, Glock, etc. 'Brand' could just as well have brands of guitars like Yamaha and Ibanez. Lastly, in theory 'Brand' could have brands of different types of products combined, like brands of guns, guitars and motorcycles but as a practical matter including too many members in a group makes list long and more difficult to find a descriptor in the drop-down menus.

All groups in PPSS are 'user defined' which means (you) the 'user' of the software can add, delete and edit Groups and Members within Groups. (See UDGs for details.)

Currently 'Brand' is populated with ArmaLite, Benelli, Beretta, Bersa, Blaser, Browning, Bryco, Bushmaster, Colt, Davis, Enfield, Glock, Ithaca, Kimber, Lorcin, Marlin, Mauser, Mossberg, Parker, Peabody, Raven, Remington, Rossi, Ruger, S&W, SAKO, Savage, Schmidt, SigArms, Springfield, STI, Stoeger, Taurus, Thompson, Walther, Whitney, Wilson and Winchester. If other Members of Brand are needed, see how to configure User-Defined Groups.

Entering New Sellers or Pawners and Items in PPSS

Note: Before an item can be entered in PPSS, a record must first be created for the seller or pawner of the item.

1. Make sure all screens other than the main screen are closed in PPSS.
2. To create a new seller or pawner record, press F5 and enter as much information as is required by law then click OK to save the record.
3. Click on the new record in the Pawners Work Area.
4. Press F4 to open the New-Pawn Screen.
5. Enter required information.
6. Choose a Category. (Creat more categories in Program Setup.)

   If Guns is selected the pre-defined groups for guns will be presented. The first 'User-Defined Group' will be Brands (not a Burrell pre-defined group). Click on More User-Defind Groups...

   

   ...to view the other Groups (Gauge (not a Burrell pre-defined group), Type, Barrel, Action and Finish).

   If Jewelry is selected, the Groups for Jewelry will be presented. Click on More User-Defind Groups to see the other groups.

7. Select a Descriptor from each Group to describe the item and click OK to save the choices.
8. If the item is being purchased, check 'Buy This Item Outright' (lower-left corner on the New-Pawn Screen) and note that the name of the field for 'Fees' (upper right) will change to 'Paid Out'. Enter the amount paid for the item in that field.
9. When information is complete, click one of the buttons at the bottom of the New-Item Screen to: Save the record ('OK'),

   

   Save the record and add another item (f4),

   

   Save the record and print price labels with bar codes, or

   

   Save the record, preview and print the pawn ticket.

   

Florida Law Enforcement Reporting System

The Florida Law Enforcement Exchange (FLEX) Project maintains a central database which includes pawn, second-hand dealer and scrap-metal transactions (as well as incidents, dispatch records, warrants, traffic citations and booking data). Participating public-safety agencies can search the database by article, dealer, general query, jewelry, metal, name, person description, seller and vehicle.

The shop owner is responsible for knowing and complying with applicable laws and the format in which police require reports. (Neither PPSS nor any of its 3rd-party associates are authorized to advise shop owners on legal matters.)

Police Report Format

Police Reports can be generated in 2 formats:

1. Printed on 8.5" x 11" paper
2. CSV (comma-separated value or 'spreadsheet format') for sending data files to the police

The report for Florida is in CSV format only and is uploaded to LETTR using PPSS.

If all information was completed properly in PPSS, the police report that PPSS creates will include all necessary information and in the required format. All that needs to be done at the required reporting time is to prepare and send the report using the PPSS program.

Default PPSS police reports include: Ticket #, Item ID, Date/Time, Description, Pawn Amount, Buyer, Age, Race, Sex, DOB, Height, Weight, Eye Color and 2 ID #s and Types. (Enter additional information as needed in the details field, like gun caliber, model, etc.)

Sending Police Reports with PPSS

1. Click on the Reports button just below the menu bar, and select Inventory.
2. In the middle of this window, check the box for Pawn Date, then enter the dates you need to transmit.

   (Important Note: For daily reporting check the Pawn-Date Box and leave the To and From dates as entered. These were the correct settings for Feb. 14th, 2012:)
   

   

3. Minimize the Reports Screen.
4. Click on Reports again.
5. Select 'Police Report CSV Florida'.
6. A Save dialog box opens. Select the export folder and click on Save.
7. Logon to your LETTR account and upload the file just saved.

Filtered Police Reports

Other reports may be generated with less information in them by utilizing the report functions in PPSS. See About Reports for instructions on making settings to filter report output. Most police departments, however, might appreciate having as much information as PPSS and you provide in the generic police report included in the program.

Related: Florida Pawn Tickets

PPSS Online User's Guide
PPSS User's Guide Download
PPSS Website

Law Enforcement Technology, Training and Research (LETTR)
12201 Research Parkway Ste 223
Orlando, FL 32826
T. 407.882.1590
F. 407-882-0552
Contact Form

Florida Department of Law Enforcement Project and Regional contact information for FLEX and R-LEX can be found on the Contacts Page.

Florida Statutes and Constitution

Florida Pawn Shop Regulations

For support please Email the Help Desk