UIC Footnotes

One important new feature with the introduction of the UIC is the concept of Instrumental footnotes.  Footnotes are useful for textual descriptions that supplement the UIC to indicate special requirements, to list actual percussion or some other requirement important to that part/player.

For example, if you wanted to indicate that the Offstage Trumpet is only required in Act 3, it is not really possible to this any other way than with a footnote.

In HLMSW, you would accomplish this in this way:

  1. Add a New Instrument
  2. Search and select Trumpet
  3. Add the Domain On-Stage
  4. Click on the Add or Edit button to make sure that the UIC is registered
  5. Select 7. Footnotes from the Family dropdown
  6. Select a Footnote type from the Genus drop down
  7. Use the Left/Right buttons to add or remove repeated characters
  8. Click on the Add button to add the footnote
  9. Click on the footnote symbol to place a copy in the UIC footnotes section
  10. Include a description in the UIC Footnotes section

Note: It is important that you cannot add a Footnote as the first item in a UIC – you MUST enter an instrument first.

2016-11-24_8-30-19Footnotes are visible on the orchestration window via the Show information button, and you can nominate whether or not this information is printed on any form.


As footnotes cannot be translated, it is recommended to always include English text.

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A RFID Future

Modern libraries have been using barcoding technology for decades, but there is one solution in common use that is now within the financial reach of us all and that is passive RFID.

rfidRFID is a wireless technology that allows you read and write information held on battery-less paper-like tags without actually physically touching the products.

With this technology you could perform stocktakes by simply walking past stacks of music, or count complete sets of orchestral and vocal materials being sent or returned in a single pass.  Now that these RFID tags can be purchased for just a few cents and readers can be purchased for as little as $40, the economics of adding a RFID tag to every single sheet of music in your library makes sense.

It is planned that coming versions of HLMSW will harness these technologies based on cheaper ISO15693 (for single item scanning) or more advanced ISO18000 protocols (for batch scanning).

Interested in learning more?  Contact BTMI for more information.

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Navigating the UIC

As the UIC grows, so does the complexity of locating your instrumental parts when using the system in HLMSW and so I thought it may be timely to review the instrument selection possibilities and introduce a new feature in HLMSW v



The search box is probably the quickest and easiest way to locate UIC instruments using all available languages.  To use this, just type words (or parts of words) in the SEARCH box and press <ENTER> to see a list of closest matching items in SCORE order.

Note: when an instrument is selected using the Search window, it is added as a DOUBLING instrument if there are already instruments defined. 

Use the Most Recently Used (MRU) Section

The MRU section is a list of instruments that are most frequently requested for the given score type.  You can either

  • select the instruments from the drop down list and use the uicplus key to ADD the selected instrument as a doubling instrument, or uicarrow to REPLACE the existing instrument.
  • or click on the instrument names in the list to to ADD the selected instrument as a doubling instrument, or hold the <CTRL> key to REPLACE the existing instrument.

Usage Tip: This is the quickest way to add an instrument, and is usually the best way to start, even if you need to make changes to the Domain, Number or Descriptor afterwards.

Enter a UIC directly

You can also enter a UIC directly by selecting from the drop downs in the UIC column (usually working from top to bottom).  In HLMSW Build or later when selecting a Domain (Alt-D), Genus (Alt-G), Part (Alt-P) or Descriptor (Alt-E) you can select the items from the drop down list OR in from the list displayed on the right-side of the UIC Edit box.  This list of items can also be quickly filtered, by typing text in the edit area immediately above the list (where it says filter Part…)

Make a mistake?

Use the Add, Edit and Delete buttons just above the SEARCH box to easily fix errors on each UIC number.  Clicking on these numbers will display the associated UIC in the UIC section and the Up/Down arrows allow you to re-order the instruments.

Important Note:  When adding and editing UICs, remember that the FIRST instrument in the list must always be unique!

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Better looking emails

HLMSW Version introduces a feature that has been on the wishlist for some time – better looking emails.

At the moment for those that do not use Outlook to send emails, HLMSW uses a very simple mechanism for email based on plain text messages.  These are fast and efficient and work well on all email systems, but that do not allow any formatting or highlighting and cannot replicate a corporate style.

That all changes in the latest HLMSW where this:


becomes this:


For more information, check out the documentation here: HLMSW Tutorial-HTML Emails.pdf



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BTMI in New York

HLMSW Logo v8PageUSAThe HLMSW version 8 roadshow moves the USA in the first week of October, 2016 and Peter Grimshaw will be in New York visiting all of our HLMSW customers to update their HLMSW system to the latest (and greatest) that has been a year in the making.

From past experience, the part of this process that takes the most time is the introduction to the Universal Instrument Code (UIC), but despite the size of the change, it seems that users are quick to take up the new system – especially with all of the benefits that it brings.

USA though will be the first to experience a new often requested feature for HLMSW – HTML-formatted emails (more on this very soon).


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Currency Rules

For HLMSW users that use multiple currencies for invoicing some improvements to assist in the correct currency selection have been included in the most recent build (

To enable multiple currencies in HLMSW you must select the Use Multiple Currencies option in the Invoice Defaults section (on the System Defaults tab of the HLMSW Configuration Editor).


If you select this option, you need to enter at least one currency that will be used as the DEFAULT setting for all new invoices.  Currencies in HLMSW are entered using the 3-character ISO 4217 Currency code values such as USD,EUR and GBP. A different default Currency can be entered for every Company and if you want new invoices to use these values first, then select the Always use Default Currency option.

To display different currencies in HLMSW, you must then associate different countries with different currencies via the Edit Venue and Locale button on the same System Defaults tab in the HLMSW Configuration Editor.



It is also possible in HLMSW to assign default currencies by account in HLMSW as well using the option here:


HLMSW will assign the currency based on this order:

  1. Account Currency
  2. Account Country OR Company Currency (depending on the  Always use Default Currency flag mentioned above)
  3. Company Currency
  4. System Currency

You can though override this when you create an invoice using the drop down in the Invoice tab of HLMSW.

When using multiple currencies, make sure the the TCUR currency field is used somewhere on forms with amounts to indicate the currency, or use the Invoice/Currency Symbol form code to display the currency symbol of the invoice currency.

One note of caution – HLMSW does not do any currency conversion and so all reports should include the currency symbol to make sure that the appropriate conversions are made.

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Match STRIPE payments in HLMSW

2016-10-13_13-39-34As the use of STRIPE grows, we are making it easier to match payments made though Zinfonia with the system with your transactions.

When you are notified of a payment, in HLMSW v or later you can click on the information panel to copy the Stripe payment reference ID into the clipboard.

Then in the Stripe console, you simply need to past this code into the Stripe search box in the top right corner and you can directly match the payment with the HLMSW transaction.  You can also search for Invoice and Quote numbers in this box as well, but the payment reference is always the best option.



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Return to Sender

In recent years, publishers have deployed many systems to help reduce the associated costs with offering a hire/rental music service, but there is one approach providing great rewards for both distributors and their customers.

returnlabelThe area of saving?  A return label service – where the return of the music is prepaid by the customer and all they have to do to return the materials is to attach special labels to the packages and call the courier to arrange collection.


There are a number of reasons why this is beneficial:

  • Publishers can obtain much more competitive pricing with their nominated carrier because of the volume of their shipments, and these savings can be passed on to the customer to allow for returns at significantly lower cost than if the customer return the music themselves.
  • By instigating the return process the publisher has better control of their stock by specifying the means for the return (rather than relying on the customer to choose an appropriate carrier) and the packages can also be tracked at every stage of the journey.
  • Helps the customer correctly address WHERE to return the materials – especially as the person who takes the order and issues the invoice may not be the company that actually manages the consignments.
  • By setting the price for both the sending and returning of materials it is possible to provide a quote to your customer that covers all of the costs associated with the transaction, which can be issued before any parts are sent.

Procedures to create return labels vary from provider to provider, but BTMI has been working with Boosey & Hawkes to create a solution for one-click return label creation with HLMSW via UPS.  If that is something that interests you, please let us know.

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Version Control

Keeping up to date with HLMSW is important with important (and not so important) changes happening every day.  For the most part BTMI looks after your system on your behalf, providing updates when they are available according to your schedule.

Because HLMSW does not always force all HLMSW users to upgrade to the latest version, it is a good idea occasionally check your HLMSW version, and those of your users to make sure that everyone is working with the latest versions available.

How to see if your HLMSW is the latest version

While HLMSW is running, click on the Check for HLMSW Updates and you will be told the latest build for your version of HLMSW (the results are different if you are running HLMSWv7 or HLMSWv8).


If there is a more recent version, and you would like to upgrade then please contact BTMI to assist you in this process.

How to see what versions all of your HLMSW colleagues are using

Another important check is to make sure all of the clients are using the SAME version of HLMSW to access the system.  The system administrator can do this in the HLMSW Config program via the View Event Logs button on the Maintenance tab.


If you select ANY day, the Version should be the same for ALL users.


For any user with the WRONG date, you should update their system as soon as possible (the procedure for which is available here: HLMSW Tutorial – Updating and Installing HLMSWv8)

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A million codes

We recently added close to a million postal codes from countries all around Europe, the USA and Australia to Zinfonia to provide better speed and accuracy when entering addresses based on postal codes in Zinfonia.


The same resources are also available in the current version of HLMSW where you can download tables for checking the postal codes of any invoice or delivery address you enter in the system.

2016-07-18_17-46-37Contact BTMI to enable this feature in your HLMSW.

Additional postcodes from other parts of Asia and South America will be added to both systems later in the year.

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