For the Week of
issue #23

Good Day Booksellers!

Tips of the Week - Extended Customer Keyword Search | Letterhead Logo

Extended Customer Keyword Search

Want to search for customers by street name or postal code or e-mail address without having to run customer filters? Sounds like you need to take advantage of the Extended customer keyword search.

This is an option we added way back in May 2009, when some larger stores were finding that re-indexing their customer file was taking FOREVER and saving a customer entry after editing or adding a new customer would take a few seconds (annoying). These stores had a customer files larger that 20,000 records.

More recent versions (especially after version 10.0 was released) improved the re-indexing time enormously. At this time, most users could use the Xtended index without difficulty, so when updating to later versions of BookManager, the system was set to choose the Xtended option automatically if there are fewer than 20,000 entries in your customer file. This means that most of you will be using the Xtended customer keyword index by default.

What’s the difference between Basic and Xtended keyword indexes?

The Basic index omits the address, city, postal code, country, Rep, Class and Notes fields, meaning that you cannot search these fields of the customer record. Good news is that for most of you, these fields CAN be searched, giving you another powerful way to search for customers. Let’s pretend that Sally Smith came in and was talking to you about a book she wants held for her because it is next month’s pick in the I Love Cats book club. You grab the book off the shelf for her after she leaves, but you can’t remember Sally’s name. However, you know that you manage book clubs by putting the club name in the class field of the customers in the club, and you remember that she mentioned the I Love Cats book club. You could search for customers belonging to the I Love Cats by entering that club name in the search field. And voila – there is Sally’s name listed with the other members of the club. Right! Sally Smith, that was her name! Now you can process the Held transaction for her.

Another scenario would be if you had an e-mail come through which wasn’t signed with a customer name… but you can see the customer’s e-mail address. (This happens to us at BookManager frequently – people assume we know who Jane Smith is and which store they are e-mailing from, so they don’t bother to include the store name in the e-mail.) You can search for the e-mail address in a customer search and if there is a match, it will find the customer for you. Similarly, you can search for portions of an e-mail address and find matches in your customer file (handy if you have multiple users that use the same e-mail root – in other words you could search “” and find as well as and if you had us all as separate customers in your customer file.)

Don’t seem to be able to search this way? Check out your setting in Alt + S, d) Customer and A/R, Customer keyword search (Basic or eXtended) and make sure this is set to X. Keep in mind that, like all keyword searches, the more specific your search criteria, the less results you are going to get. If you are not sure of spelling, enter in what you know.

Searches for Smith will display customer names containing Smith exactly first, then names containing Smith (like Smithson or Jones-Smith) and customers with Smith in other fields (say, Smithson Street.)

Branding! Upload a letterhead logo on your WebStore!

Adding a clean and simple logo so that it appears on lists emailed from your site not only makes things look more professional, but it helps to brand you even more!

First things first, we suggest you use a variation of your store logo set on a white background. The reason we stress this is because it will be appearing on emails, and as you know, emails have white backgrounds. From a design standpoint, it simply will just look a lot cleaner and more professional if the logo is not some clunky black or blue rectangle at the top.

Don’t worry about the size of the image, as it will be automatically resized when you upload it.
When you are logged in at your site, go to Site Settings, found under the Setup menu. At the very bottom of the page under Logo Images you will see an upload box for the letterhead.

Once your image is uploaded, see what it looks like by emailing yourself a list, or a catalogue – you should see an EMAIL button to the right.

Now … check your email, and see how it looks!