3.1 DEFAULT ITEM FIELDS
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When a new item record is created, several fields receive automatic default values:
QTY (Quantity): defaults to 1
- 0 = no longer in stock; records with qty > 0 are available for sale and upload
- When QTY is adjusted, the record is re-queued for the next upload file
(as an add or remove, depending on the new value)
TYPE: defaults to "Book"
- Can be changed in Preferences
- Included in upload files for online marketplaces
ENTRY DATE: automatically set to the date the item was created
CURRENT USER: if a name was entered at startup, it is applied to every new record
3.2 ADDING NEW ITEMS
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Four ways to add an item to inventory:
1. Click NEW on the home screen (inventory section)
2. Click NEW at the right of any inventory entry screen
3. Choose NEW ITEM from the Actions menu
4. Click CLONE at the right of any inventory screen (duplicates the current record)
Options 1–3 create a blank record with the next available unique ITEM ID number.
CLONE duplicates the current record with a new ID number.
Cursor automatically starts in the AUTHOR field on a new blank record.
Author entry tip: Use "Last, First" format for best sort results.
Multiple authors: "Flaubert, Gustave and George Sand" is acceptable.
Records are saved the moment they are created — no manual save needed.
3.3 MENUS: SPECIAL
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Most functions are accessible via buttons, but the Special menu (inventory screens)
offers several unique options:
Special > Clean Up Text
Removes unwanted line breaks and formatting from text pasted from Word or the web.
Special > Check Spelling
Checks all fields on the current entry screen.
Special > Web Search: Author/Title
Searches the web (via viaLibri or Biblio.com) for the entered author/title.
Launches your default browser automatically.
Special > Web Search: ISBN
Searches Biblio.com for records matching the ISBN in the isbn field.
Special > Show Hit List
Recalls all items you have added to your hit list (see section 3.8).
Special > Add Group to Hit List
Adds the entire current "found group" in list view to your hit list.
Special > Add Item to Existing Invoice
Adds the current item to the currently open invoice.
3.4 MENUS: RECORDS
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Records > Value Report
Totals the prices (qty × price) and amount paid (qty × cost) for the current list.
Tip: Click LIST STOCK first to get a value report of all in-stock items.
Records > Uploads > Smart Upload
Creates an upload file without going to the Uploads screen (same as clicking
UPLOADS on the home screen).
Records > Uploads > From Current List
Overrides the Smart Upload process and creates an upload file containing only
the items currently in the list view. Useful for correcting or calibrating online
listings. After selecting, choose the desired file name (a-books, b-books,
c-books, or amz).
Records > Maintenance > Find Blank Titles (Prices)
Displays all records missing a title (or price).
Records > Maintenance > Delete Current Item
Permanently deletes an item.
To delete ALL items in the current list: hold Shift+Alt (Windows) or
Shift+Option (Mac) while selecting this menu item.
IMPORTANT TIP: Do NOT delete a sold item. Instead, use the invoice feature or
set QTY to 0 — this ensures the item is included in the next upload file for
removal from online marketplaces.
Records > Maintenance > Global Edit Current Records
Replaces data in one field for ALL records currently in the list view.
WARNING: THERE IS NO UNDO FOR GLOBAL EDIT.
Always back up your data.fmpur file before performing a global edit.
How to use Global Edit:
1. Type the desired value in the target field and leave your cursor there
2. Select Global Edit from the Records menu
3. Click "It is" when asked if your cursor is still in the edited field
(click "Ooops" if unsure)
4. Click the REPLACE button
3.5 SUBJECTS
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The SUBJECT field (on the details screen) earmarks records for categorization.
Up to five subject fields are available:
- SUBJECT, SUBJECT 2, SUBJECT 3 share the same drop-down menu
- SUBJECT 4 and SUBJECT 5 have their own respective drop-down menus
All 5 SUBJECT fields are included in upload files for online marketplaces.
At the bottom of the subjects section is a PREVIEW showing how the item will look
when printed. Click COPY DESCRIPTION to copy the full description to the clipboard.
Note: Each online service displays records differently, so the actual appearance
online may vary from the preview.
3.6 WEB / UPLOAD SETTINGS
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The web section (in the Sub Navigation Bar) tracks an item's internet status.
OK TO UPLOAD?
- Default value is "yes" — every new item is automatically queued for upload
- Change to "no" to prevent an item from being uploaded
- Tip: Change the default to "no" in Preferences if you prefer to manually
approve items for upload one by one
IMAGE PATH
- If images are stored online, click the plus-sign button next to the image path
field to insert the full image URL
- First enter your online image storage path in Preferences > Web
- Image files must be named after their item ID numbers (e.g., "345.jpg")
RESENDING AN ITEM
- If you edit an already-uploaded item, click the RESEND THIS ITEM link to
queue the updated record for the next upload file
- Tip: BookHound also re-queues an item when the QTY field is clicked,
even if the quantity didn't change
AMAZON DEFAULTS
- International and expedited shipping are allowed by default
- Change these defaults on the Preferences > Web screen
- Override on individual items as needed
3.7 HISTORY, PRIVATE NOTES, AND CUSTOM FIELDS
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HISTORY screen (Sub Navigation Bar):
- Shows invoices on which the item has been sold
- Click the green arrow icon in front of an invoice ID to jump to that invoice
- Shows saved catalogs the item has been included in
- Add item to an existing catalog by selecting the catalog name from the
CATALOG NAME drop-down
PRIVATE NOTES:
- Not printed or uploaded — for internal use only
- Is searchable via BookHound's search screen
CUSTOM FIELDS (three available):
- Do not appear in bibliographic display or upload files
- Are searchable
- Field names can be renamed: click the blue field name and select from the
drop-down menu (edit the list as you would any drop-down)
CONSIGNMENT AND LOT FIELDS: See Consignments & Lots section.
3.8 HIT LISTS
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A hit list is a group of temporarily earmarked (otherwise unrelated) records that
can be assembled into a printed or emailed list.
Creating a hit list:
- In list view, click the small box at right of any title to add it
- A green-and-white icon appears confirming it's on the hit list
- To remove a single item, click its green-and-white icon again
- To add the ENTIRE found group: choose Special > Add Group to Hit List
Retrieving a hit list:
- Click the green-and-white icon at the top of the hit list column
- OR choose Special > Show Hit List
- Then sort, print, copy, or save using the list view buttons
Clearing the hit list:
- Shift-click the green-and-white icon at the top of the column to remove all items
- WARNING: This action is NOT reversible
- Tip: Click SAVE LIST first to permanently save the hit list as a catalog
3.9 WORKING WITH LISTS
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Removing items from a list temporarily: Click the blue "OMIT" link at right of any record.
Sorting the list: Click any column header. Shift-click to reverse sort order.
PRINT LIST:
- Click PRINT LIST at the top of the list view screen
- Name your list and click OK
- Choose from: detailed catalog-style printout, short non-descriptive list, or
a Word-ready document (auto-saved in the "my_catalogs" folder)
COPY LIST:
- Click COPY LIST to copy the list (catalog style based on display preferences)
- Then paste into an email or text/page-layout document
- Recommendation: For lists over 1,000 records, use Print List > export instead