Upload and manage your inventory

What information and format for book data is required for your service?

With AbeBooks you can use a variety of file formats and software to upload your books, including: Access, Excel and FileMaker Pro.

We recommend that you use our free inventory management software HomeBase.

However, if you have your own book list already or you wish to use your own inventory management system we can set this up for you. The data must be tab or tilde (~) delimited, and must be saved as a text file (file type = .txt).


There are 3 things that we require in order to convert your book data to our format:

  • The data must be consistently arranged in a file. All book records must contain exactly the same number of fields, in exactly the same order; each field must be separated with the same type of delimiter. If you are using a database or spreadsheet package then this is quite easy to accomplish.
  • It is essential that each book record has a unique identifier. These can be numeric or alphanumeric, as long as they are unique. When you delete or sell a book, it is necessary to "retire" the associated ID number and use only new numbers for your new books. AbeBooks cannot guarantee the accuracy of a listing if a book number is re-used. A re-used book ID is any ID number that was previously assigned to a different book. Re-using book ID numbers may result in discrepancies. If you have more than one copy of a single listing you can include a quantity field in your book data to state how many copies of the title you have.
  • You will need to remove the books when they are sold (through other venues). You can do this by sending a file containing only the books you want to remove, by using a link on our Members Menu, or by adding a status code or a quantity field to your database or spreadsheet. For example: you can indicate that you have a book for sale with the number 1, and then when the book has been sold you can update the quantity to 0.

We can transform your data just about any way to fit into our database, so please feel free to set up your database to suit your needs.

If you do not yet have an inventory management system, you may wish to use the AbeBooks Inventory Template that we have already set up for you.

For further information please contact us.

 

Book terms and attributes

If your book data has separate fields for attributes you may wish to review how our BSA parsing works. 

If your data does not have separate fields, but only uses the description field, then AbeBooks searches this field of the book data you send to us. This is known as description parsing. We check for the specific attributes that can be searched for using the Advanced Search function.

For more information on description parsing please click here.

If you are not sure if parsing is switched on or off for your account please contact us.

Note: If you are using HomeBase to manage your inventory, you have the option of including attributes in the description field or by using the drop down menus. Please do not add attributes using both the description field and drop down menus. Adding information to both places may result in the attributes being displayed incorrectly. If you use the description field then we will switch on parsing for your account.


Related subjects

How can I improve my listings for the AbeBooks Advanced Search?

How can I list my books on your platform?

How can I update my inventory on AbeBooks?

How can I upload pictures?

How can I list my books on your platform?

Depending on your specific needs, AbeBooks offers many options to help you list & upload your books:

1. Online Inventory Management - Ideal for beginners who would like to enter their books directly online. ISBN Look-up feature is also available. To view an example please click here

For further information see Using Online Inventory Management.

2. HomeBase - Our free inventory management software for cataloguing books, maintaining a customer database and creating invoices. Technical support included. With HomeBase you can keep a detailed list of your inventory, print your catalogues and easily export your book data. Features exclusive to AbeBooks member booksellers: Use of ISBN Look-up and Price comparison tools! Example  

You can download HomeBase 2.3 or 3.0 here. 

For further information see Using HomeBase or download our HomeBase 2.3 User Guide. For assistnace with HomeBase 3.0 please click here. 


3. Individual conversion of your book data - Should you already have a customised inventory system such as MichaelCole, Booktrakker, Amazon, BookRouter - or use a program such as Excel, Access or Filemaker to list your books, we can create a conversion specifically for your data format. Simply send a copy of your first file together with a field description (1 = book ID, 2 = author, 3 = title, 4 = publisher etc.) to conversions@abebooks.com - please remember to mention which software you use. We will check your data and get back to you if we have any questions. To see an example please click here. 

For further information see Using Your Own Data Format.

For detailed information of possible formats please view our list of possible formats.

If you do not yet have an inventory management system, you may wish to use the AbeBooks Inventory Template that we have already set up for you.

4. XML-Interface (API) - For those with a high volume of sales we also offer a special XML-interface (API) that allows direct communication with the AbeBooks Server. The system ensures seamless integration of your AbeBooks-Business into your own order and inventory management system. Please contact us directly for further information on this service.

Details on how to upload your book data can be found here. 

Subject related posts:

What information and format for book data is required for your service?

How can I update my inventory on AbeBooks?

How can I upload pictures?

New to AbeBooks? Download our New Bookseller Guides

How can I update my inventory on Abebooks?

You can easily update your inventory.

The way in which you update your inventory depends on the software and format you use to send AbeBooks data. Please use the appropriate link below to find further information on updating your inventory:

  • Online Inventory Management - Ideal for beginners who would like to enter their books directly online. ISBN Look-up feature is also available
  • HomeBase 2.3 or HomeBase™ 3.0 AbeBooks free inventory management software, makes it easy to list and maintain your books, clients, invoices and wants
  • File Transfer Protocol (FTP) - If you have FTP software already installed then you can send your file via this method to AbeBook. You can also use the FTP upload by entering the AbeBooks FTP address: ftp.abebooks.com into your browser

  • XML-Interface (API) - For those with a high volume of sales we also offer a special XML-interface (API) that allows direct communication with the AbeBooks Server

If you are using an individual conversion for your book data click here.


Subject related posts:

What information and format for book details required for your service?

I am having issues with uploading

How can I upload pictures?

How can I delete books?

My computer crashed. How can I get back my inventory?

Using XML-Interface (API)

For those booksellers with a high volume of sales we also offer a special XML-interface (API) that allows direct communication with the AbeBooks Server. The system ensures seamless integration of your AbeBooks-Business into your own order and inventory management system. Please contact us directly for further information on this service.

How can I install your software HomeBase 2.3?

If you would like to try out our free inventory management software then you just need to download and install the software on your computer. You can complete the download 3 easy steps:

1.  Click [Download HomeBase 2.3]
2. Then click on the red [Download HomeBase] button located in the middle of the page
3. Click on [Save File] (Download should be complete within 60 seconds depending on your connection

Now simply follow these steps to install HomeBase 2.3 on your computer:

1. Go to your computer [Desktop]
2. Double-click on the [HomeBase23EN.EXE] icon
3. Close any programs you have open and click [Next]
4. Read through the HomeBase Software license agreement and select the [I Accept the terms in the HomeBase Software license agreement] option. Click the [Next] button
5. To install HomeBase 2.3 to the default folder, click the [Next] button
6. Select the [Yes] option button and then click the [Next] button
7. Click the [Next] button
8. Click the [Next] button to begin the installation
9. Click the [Finish] button

Download the User Guide (PDF)

Note for Windows Vista users: Unfortunately, the “Home Basic” version of Windows Vista does not support FTP (File Transfer Protocol) uploads. To use FTP in these Windows Vista environments you will need to acquire addition software. Please consult Microsoft support for further details. Only Windows Vista Ultimate Edition supports FTP.      

However, you can create an export file in HomeBase and upload your books via your Members Menu once you have opened an AbeBooks bookseller account. Contact us and let us know which version of Windows Vista you are using, we will be happy to let you know how you can upload.

Note for Mac users: Unfortunately, version 2.3 of HomeBase cannot be run on the Mac system. Some Mac users have acquired and installed Virtual PC software, enabling a Virtual PC environment in which software such as HomeBase 2.3 can be run.

Illustrated instructions on how to add books and mange catalogues can be found in the HomeBase 2.3 User Guide.

How can I upload pictures?

 

By uploading images you can potentially increase your sales by up to 30%!

Buyers are more likely to purchase a book with an image provided and are less likely to return an item that was listed with a supplied image.

AbeBooks allows sellers to provide up to 5 images per listing. Once your image has been processed, it will be associated with the corresponding listing and will be displayed in search results.


 

There are three ways to upload your images:

  • Through the Online Inventory Management System you can search for the book within your online inventory. You can then browse your computer for the corresponding image file and upload it directly. Alternatively you can also upload an image URL if the image is already stored online.
  • You can upload pictures in bulk by sending a .zip file of the folder containing your images. This file can be uploaded by File Tranfer Protocol (FTP) or through your Members Menu.
  • The third option for uploading image files is by adding image URLs to your current Book File Upload in a new 'Image URL' field. Please contact our Customer Service team before attempting this last option as your account will need to be configured accordingly.

 

What is my best option?

I only have a few images to upload

 Online Inventory Management System (OIMS)

I am unfamiliar with FTP, .zip files and/or image URLS  

Online Inventory Management System (OIMS)

I already have a number of images saved on my computer

.zip file Upload via Members Menu or FTP

I have images online on my website

Add a URL field to your book file

Online Inventory Management System (OIMS)

 

Image Upload Requirements:

  • Up to 5 image files can be uploaded per listing. You can select a main image, which will appear with the listing in Search results; and additional images will be displayed on the Listing Details page

  • Images can be saved either in GIF or JPG format. No other image formats are accepted

  • Uploaded image files can be up to a maximum size of 4MB. There is no pixel size limitation. Abebooks will resize the image after you upload it to us, however, this may take up to 24 hours for uploaded images to be indexed

  • Image URLs are also supported and can be added through the Online Inventory Management System (OIMS) or within uploaded inventory files. Please contact our Customer Service team before attempting the last option as your account will need to be configured accordingly.

  • URLs from Amazon, eBay, or other sites where you are unlikely to hold image copyright are not permitted and will be blocked upon upload

 

Once you have uploaded your images

Once your image has been processed, it will be associated with the corresponding listing and will be displayed in search results. Buyers can also filter their searches for books with Bookseller-supplied photos so the more images you upload the better visibility your books will have in the search results.

If you have uploaded your images via FTP or through the Members Menu you will receive a 'Error image report' if there is an issue with any of your images. Should this issue continue please contact our Customer Service team. 

 

How to recover from backup

To recover your book data from backup, follow these two simple steps.


A. First you need to rename the HomeBase file. To do so:


1. Right mouse click on Windows [Start] button

2. Select [Explore]

3. Select your “C” drive

4. Select [Program Files] on the left hand side

5. On the right-hand side select [HomeBase Folder] and locate your hbdata file

6. Right mouse-click on the file and select [Properties]

7. Change the file name from hbdata.hbd to hbdata.old


B. Then you can recover your book data:


1. Place the backup file back in the HomeBase [backup] folder

2. Open HomeBase

3. Click on [File] (on toolbar)

4. Select on [Recover]

5. Click on [OK] and new window appears

6. Click on [Desktop] symbol (to left of window)

7. Click on [Open] button

8. Click on [OK]

9. Confirm whether you wish to have HomeBase generate unique book numbers

For further information see Using HomeBase or download our HomeBase 2.3 User Guide.

Running HomeBase on more than one PC

It is possible to catalogue in HomeBase on more than one PC without a network connection by transferring the data via disk or email.


1. The main concern with this method is that the book numbers do not clash. So before you proceed, you need to set aside a group of numbers to use in HomeBase on the other PC(s). For example, for working at home on a laptop bookseller Smith started his numbering at 10000 and has allowed up to 20000 for this purpose, so the allocated batch is 10000-20000.


To set the numbering to start from a certain number you first need to switch off the auto-numbering under [View] > [Options] > [Editing], then when you add the first book you will be able to enter the starting number in the Book# field. Once you have entered the first book with the appropriate number, you can then turn on the auto-numbering feature again to ensure that the numbers correspond accordingly.


2. Once you have added books or updated existing entries, you then need to proceed with the export of a data file. To do this select [File] > [Import/Export] > [Export] (Not to AbeBooks!), then select to save the file on your PC Desktop and follow through the displayed messages until the export is complete.


Now you can save the file on disk or to CD (if you have a burner installed). If your main PC has an Internet connection, then you could send the file as an email attachment to your email address.


3. The final step is the import of the data file. In HomeBase select [File] > [Import/Export] > [Import], you then locate and open the file for import (via the window provided), then select [Merge] (Please note that if you select [ZAP] then the file for import would replace everything already stored in HomeBase on your main PC!). You will be asked ‘Would you like to do a backup’. Click [Yes], HomeBase will then back up your current data and import in your new data


When the import is complete locate the last book added in your main database (not the imported book entries) click to highlight the entry and then switch the auto-numbering back on. Upon closing HomeBase you will be asked if you would like to do a backup, which we recommend you do then.


If you possess advanced technical knowledge or have a technician, you can also setup and run HomeBase on a network of computers. Simply let us know if you would like more information about networking HomeBase.


For further information see Using HomeBase or download our HomeBase 2.3 User Guide.

Moving HomeBase data to a new PC

There are five main steps for you to complete:

1. Make a backup of your inventory on the old computer

2. Save the backup file to a portable device, such as a CD, disk or USB stick

3. Insert the device into the new computer

4. Start HomeBase 2.3 on your new computer

5. Recover the file from your storage device

The full instructions for each of these steps is below.  While the instructions may look long, the process is actually quite easy and you should not have any problems.

Please note that you can also use any type of storage to transfer the file, including CD, disk or USB stick.  If you do not have those options available, you could email the file to yourself and open the attachment on the "new" computer.

If you have not downloaded and installed HomeBase on your new computer yet, please Download HomeBase and install before proceeding.

To create a backup file on a disk:


1. Open HomeBase and select [File] from the menu bar

2. Select [Backup].  The "Backup HomeBase Data to" dialogue box is displayed


HomeBase automatically generates a backup name and places the file in the backup directory of HomeBase. Change the "Save in" location so that the file will be saved to floppy disk, CD or USB key. A progress window shows the progress of the backup. When the backup is complete, the "Backup Data" dialogue box is displayed. Click the [OK] button.


Your backup file has now been saved.  Now, you just need to recover the backup file on the new computer.


Note: If you receive an error message when you save the file to the CD, disk or USB stick, it likely means that there is not enough room to save the file.  You may need to try saving the file to your desktop first so that you can check the file size and then move the file onto a larger storage device.


Recover the backup file:


When you recover your backup file, any information you have in HomeBase already will be overwritten with the data in the backup file:


1. Start HomeBase

2. Insert the CD, floppy disk or USB stick into the new computer

3. Click [File] from the HomeBase menu bar and then select [Recover]. The "Recover HomeBase Data to" dialogue box is displayed

4. Select the file on your CD, disk or USB stick

5. Click the [Open] button. A progress window shows the recovery process. When the recovery is complete, the "Recover" dialogue box is displayed

6. Click the [OK] button. The Auto-Generate Book Numbers screen is displayed. If you would like HomeBase to generate book numbers for you click [Yes].  If you do not want to use this feature, and would rather generate the book numbers manually, click [No] (AbeBooks recommends using the auto-numbering feature in HomeBase.)

How to de-install and re-install HomeBase


There may be occasions when you need to de-install and re-install HomeBase on your computer. First you will need to move the backup file as a safety measure:


1. Right mouse-click on Windows [Start] button

2. Select [Explore]

3. Select your “C” drive

4. Select yellow folder [Program Files]

5. Click on yellow folder [HomeBase]

6. Click on the yellow [Backup] folder

7. Right mouse-click on “.bkp” file

8. Select [Copy]

9. Scroll up to top of yellow folder list

10. Click on [Desktop] symbol

11. Right mouse-click

12. Select [Paste]


NOTE: If there is no backup file then go the “hbdata.hbd” file from the yellow [HomeBase] folder.  Right mouse-click on file > Select [Rename] > Change “.hbd” to “.old” > Continue with above steps.


To de-install HomeBase:


1. Left mouse-click on Windows [Start] button

2. Select [Settings]

3. Select [Control Panel]

4. Select [Software]

5. Double click on [HomeBase]

6. Click on [Delete/Remove] button


To delete the HomeBase folder:


1. Right mouse-click on Windows [Start] button

2. Select [Explore]

3. Select yellow folder [Program Files]

4. Right mouse-click on yellow folder [HomeBase]

5. Select [Delete]


Now Download HomeBase and re-install.


To recover your book data:


1. Place the backup file back in the HomeBase [backup] folder

2. Open HomeBase

3. Click on [File] (on toolbar)

4. Select on [Recover]

5. Click on [OK] and new window appears

6. Click on [Desktop] symbol (to left of window)

7. Click on [Open] button

8. Click on [OK]

9. Confirm whether you wish to have HomeBase generate unique book numbers


NOTE: If you had to rename and move the hbdata.hbd file then it needs to be returned to its original folder:


1. Right mouse-click on Windows [Start] button

2. Select [Explore]

3. Select your “C” drive

4. Select yellow folder [Program Files]

5. Click on yellow folder [HomeBase]

6. Right mouse-click on the file “hbdata.hbd”

7. Select [Delete]

8. Scroll up to top of yellow folder list

9. Click on [Desktop] symbol

10. Right mouse-click on “hbdata.old”

11. Select [Copy]

12. Right mouse-click on Windows [Start] button

13. Select [Explore]

14. Select your “C” drive

15. Select yellow folder [Program Files]

16. Left mouse-click on yellow folder [HomeBase]

17. Right mouse-click and select [Paste]

18. Left mouse-click on “hbdata.old” file

19. Select [Rename]

20. Change to “hbdata.hbd”


For further information see Using HomeBase or download our HomeBase 2.3 User Guide.

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