Tip of the Week May 14, 2012
Volume: 2 | Issue: 19

Recent changes to BookManager!

We thought we’d take some time to talk about some recent fixes, updates/changes made to BookManager over the last few weeks. Please note, you can always stay on top of this information by either logging into your WebStore and selecting TBM News from the News heading on the top menu bar, or by doing the same at bookmanager.com.

Report of customer sales for a period can now be sorted by Inventory Class!

Go into #6 Customers and select P to Print – arrow down to “Print this customer's sales for a period.” Enter in a date range or PO if needed, and hit ENTER – you will now see that you have a Class+Title option for sorting your results – Yipppeeeee!

Your results will now preview to the screen, and will probably look similar to the image below – as you can see, sorted by class, and then alphabetically by title.

POS Znosale password protected.

You now have the ability to request a clerk code and password for Znosale transactions to open the cash drawer. Access your ALT & S Setup area, and select s) Passwords & Clerk Codes. Someone with Master rights will have to set this up – simply add an ASTERIX * to the last option: “ POS Z NoSale transactions. ”

Now that you have set it up here, you will need to pick which employees you want to have that access, allowing them to do NoSales when their code is entered.

In the below images, you can see that Diana has the ability to do NoSales and kick open the cash drawer, while the “New Staff” member does not.

We have a few other things we are working on, including orders reports, as well as taking payments of over $100,000 in your POS – but we will let you know when all the kinks are worked out and they are ready for mass consumption!

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Using Customer Filters in BookManager

The Customers file has a filter system that provides powerful ways of selecting and sorting customers. Filtered lists are useful when you want to work with only a particular section of your Customers file. Once the list is filtered you can generate a customized mailing list, or a printed list. This can be as simple as an e-mail sent to anyone who has an e-mail address, or as specific as creating customer classes and generating mailing lists by class. The filters can also be used to locate inactive customers to help you remove ones that are obsolete.

When customer names are used with the Point-of-sale, the customer filters can build target-marketing lists based on purchase history.

The options are virtually limitless. Customer filters can build lists of customers who:

  • Purchased a specific title.
  • Purchased any books by a certain author.
  • Purchased books in a specific category.
  • Purchased a certain amount in the last year.
  • Match one or more of many different conditions such as "Only ones with a postal code" and/or "those who live in Kelowna".
  • Live on "Watt Road".
  • Have a telephone exchange of "763".
  • Have the first name "Irene"

Because lists of customers can be generated by a variety of criteria, we recommend that the rule of thumb be, collect as much information in each customer's record as your customers are prepared to give you. You can generate lists based on sales history, year-to-date sales, last year sales, or total sales, so it’s also important to attach customer names to POS transactions whenever possible.

To access the customer filters area, from 6-Customers, press <F>ilters. Here you will get a list of previously built filters, and you will have the option to build new ones.

The Filters Screen

The left part of your screen is where your cursor will begin. This is the list of existing filters, sorted alphabetically by Description, and each filter will have a unique number (like 001). You can scroll through this list with your arrow keys. As you move through the filters the right portion of the screen will indicate the way each filter is sorted (indexed), the date it was last updated, and the number of customers in the filter. Under Conditions you will see the parameters that dictate which customers are included. This design allows you to create, organize and save several different filters so they can be accessed quickly and used time and time again.

Using Customer Filters

All you need to do to work with an existing filter is highlight it and press <U>pdate. This will force BookManager to look through your file for matches, and when it is done it will say Filter has been updated, and you can press Enter to work with this list. If it tells you that no matches were found, then you must modify the filter conditions because you have no customers who match these ones.

Creating New Filters

Creating new filters is not that difficult, and if you are patient you will find that results will come with a little

experimenting. You cannot actually harm the data in your customer file when you are playing with the filter conditions, so just relax and learn by trial and error! Let’s pretend you wanted to generate a list of your best customers (i.e. those that have spent the most money with you in the current year.)

To create a new filter, press <N>ew. First you must give the filter an abbreviated name (e.g. BESTCUST). If you have an extensive list of filters, but you have some that you use more frequently, add a blank space before the name. Because the space is listed before any letters alphabetically, these entries will always appear at the top of the list.

After you have entered a description you will need to choose a way to sort the list. Pressing Enter will move you to the "Indexed by" field. This is where you decide how you want the customer list to be sorted. In our example, the list is supposed to be of "best customers", so you would probably want the list indexed by SalesYTD. This would list customers from the most sales this year (in $) to the fewest. You can always change this later using the <I>ndex command.

Your screen will now show a long list of available conditions. Use the up/down arrows to scroll through the list. In our example, we are looking for the best customers, so chose SalesYTD = ######. As soon as you press Enter you will need to choose the operand by typing in the appropriate symbol. In our example, we want to change the = to >.

After pressing Enter, a number must be entered. If we use 100 to finish the condition, the result is Sales YTD > 100, which means the filter will only include customers who have purchased more than $100 of product from you in the current year. With the condition complete you can select Enter to finish the process. The new filter will now be on your list of filters and ready to use. Press <U>pdate to have BookManager look for matches. This may take a few moments to complete. After you press Enter to use the file, you will be viewing a filtered customer list of your best customers, with your top spenders at the top of the list.

Printing from a Filtered List

Filtered lists can be very useful for organizing mailing lists. Once you have filtered your file, the <P>rint options will only include the customers in the list. Choose the print option that best serves your needs. You have the opportunity to print out mailing labels for all of the customer on the list, as well as create a tab delimited text file for import into another program (perhaps an e-mail newsletter / marketing program like Constant Contact or MailChimp) or to create a file of e-mail addresses only.

A more in-depth document, with details about using multiple filter conditions as well as details about the various printing options, can be found here.