Data Export Centre
The Data Exporter tool is designed to facilitate the seamless export of data from different modules for further analysis, reporting, or processing in external systems. It offers a user-friendly interface with a variety of export options to suit your needs.
Selecting a Module
To begin the export process, the first step involves selecting the module containing the data you wish to export. Use the Search By option to choose the relevant module.
Once selected, all the pertinent details related to that module will be automatically loaded. You have the option to export the data of the following modules:
Bill Of Material Lines
Item Master
Customer
Vendor
Sales Order
Sales Order Detail
Purchase Order Detail
ASN
ASN Detail
Item Receipt
Bill
Wave
Wave Detail
Invoice Header
Invoice Detail
Credit Memo Header
Customer Deposit
Inventory Adjustment Detail
Chart Of Accounts
Inventory By Item
Journal Entry
Pricing Rule
Inventory By Location
Packing Slip
Account Register
Bank Statement Detail
Item Receipt Detail
Bills Items Detail
Bill Expense Detail
Product Header
Item Price Centre
Credit Memo Line
Commission Rule
Inventory Change Log
Wave Detail Allocation
Import Duty Calculation
Sales Summary Data
Item Sales Forecast
Default Document Template
Manufacturing Order Detail
Customer Address
Invoice Cartonization Detail
Journal Entry Detail
Cycle Count Detail
3PL Change Entry Detail
Packing Slip Detail
3PL Storage Inventory Snapshot
Inventory By Item (Consolidated)
Back Orders
Contacts
Data Export Centre Columns
The available fields in the Data Export Centre depend on the option selected in the Search By field. Based on the selected option, the system displays relevant columns to provide visibility into the corresponding records.
Search By: Inventory By Item
Field Name
Description
Store Name
Displays the store associated with the inventory record.
Item Number
Shows the unique identifier of the item.
On Hand
Indicates the total quantity of the item currently available in inventory.
Not Available
Displays the quantity that is not available for sale due to reservations, quality holds, or other constraints.
Available
Represents the quantity available for sale after accounting for reservations and exclusions.
On PO
Shows the quantity of the item currently on open Purchase Orders.
On PO (Draft)
Displays quantities on draft Purchase Orders that are not yet finalized.
On SO
Indicates the quantity committed to confirmed Sales Orders.
In Picking
Displays the quantity currently allocated and in the picking process.
Total Producible ATS Qty
Displays the total producible Available-to-Sell quantity based on current inventory and Bill of Materials (BOM).
Total Producible ATS Qty (Inc PO)
Displays the total producible Available-to-Sell quantity including open Purchase Orders, providing a forward-looking view of production capacity.
Search By: Bill Of Material Lines
BOM Name
Identifies the BOM to which the line belongs.
BOM Item
Displays the finished good associated with the BOM.
Sequence
Defines the order in which the component appears in the BOM.
RM Item
Displays the raw material item used in the BOM line.
BOM UOM
Unit of measure defined at the BOM (header) level.
RM Type
Indicates the type of raw material (e.g., Inventory, Non-Inventory).
Description
Provides details of the BOM line or component.
Qty
Specifies the required quantity of the raw material for the BOM.
Unit Cost
Displays the cost per unit captured for the BOM line.
Notes
Captures any additional information for the BOM line.
Line UOM
Unit of measure applicable to the raw material line.
Create Datetime
Shows when the BOM line was created.
Created By
Identifies the user who created the BOM line.
Modified Datetime
Shows when the BOM line was last updated.
Modified By
Identifies the user who last modified the BOM line.
Alternative Item Number1
First alternate identifier mapped to the item.
Alternative Item Number2
Second alternate identifier mapped to the item.
Alternative Item Number3
Third alternate identifier mapped to the item.
Barcode
Displays the barcode linked to the raw material item.
Prevent Sub MO
Indicates whether sub-manufacturing orders are restricted for this line.
Revision
Displays the revision number of the BOM.
Is Revision
Indicates whether the record belongs to a BOM revision.
Is Latest?
Indicates whether this is the latest revision of the BOM.
Memo
Displays internal notes associated with the BOM.
Create Datetime Header
Shows when the BOM header was created.
Created By Header
Identifies the user who created the BOM header.
Modified Datetime Header
Shows when the BOM header was last updated.
Modified By Header
Identifies the user who last modified the BOM header.
Sent by Scheduler
Indicates whether the BOM record was processed via scheduler.
Sub BOM Revision
Displays the revision of the linked sub-BOM, if applicable.
Default Location
Indicates the default location from which the raw material is consumed.
Average Unit Cost
Displays the current average cost of the raw material based on inventory transactions.
Is BOM Item Active?
Indicates whether the BOM item is currently active.
Standard Unit Cost
Displays the predefined standard cost of the raw material, enabling comparison with the average cost for analysis and reporting.
Search By: Invoice Header
Invoice Number
Displays the unique identifier assigned to the invoice.
Date
Displays the date on which the invoice was created.
Status
Indicates the current status of the invoice (e.g., Open, Paid, Partially Paid).
Full Payment Date
Displays the date on which the invoice was fully paid.
Ship Date
Displays the date on which the order associated with the invoice was shipped.
Total Amount
Displays the total invoice amount, including applicable taxes and charges.
Amount Paid
Displays the total amount received against the invoice.
Credit Applied
Displays the total customer credit applied to the invoice.
Deposit Applied
Displays the total customer deposit applied toward the invoice.
Discount Applied
Displays the total discount applied to the invoice.
Amount Due
Displays the outstanding balance remaining on the invoice after payments, credits, deposits, and discounts have been applied.
Total Tax Amount
Displays the total tax charged on the invoice.
Ship Store
Displays the store from which the order was shipped.
Customer Name
Displays the name of the customer associated with the invoice.
Currency Code
Displays the currency in which the invoice was created.
Search By: Customer
When Contacts is selected in the Search By field, the system exports contact-related information for customers, vendors, and other entities. Users can select the required columns to generate a customized export containing contact details and related metadata.
Customer Id
Displays the unique system-generated identifier assigned to the customer.
Customer Number
Displays the customer number assigned to the customer record.
Customer
Displays the customer name or customer code.
Full Name
Displays the customer's complete name.
Type
Indicates the customer type (e.g., Customer, Job).
Company Name
Displays the company name associated with the customer.
Group
Displays the customer group to which the customer belongs.
First Name
Displays the customer's first name.
Last Name
Displays the customer's last name.
Main Phone
Displays the customer's primary contact number.
Displays the customer's primary email address.
Currency
Displays the default currency assigned to the customer.
Contacts Export Fields
Contact ID
The unique identifier assigned to the contact record.
First Name
The contact's first name.
Last Name
The contact's last name.
The primary email address associated with the contact.
Phone Number
The primary phone number of the contact.
Title
The contact's job title or designation (for example, Manager or Purchasing Agent).
Entity Type
Indicates the type of record the contact belongs to, such as Customer, Vendor, or another supported entity.
Entity Name
The name of the customer, vendor, or other entity associated with the contact.
Default Ship To Addr
Indicates the default shipping address associated with the contact's entity.
Default Bill To Addr
Indicates the default billing address associated with the contact's entity.
Create Datetime
The date and time when the contact record was created.
Created By
The user who created the contact record.
Modified Datetime
The date and time when the contact record was last modified.
Modified By
The user who last modified the contact record.
What happens when Contacts is selected in the Search By field?
When Contacts is selected in the Search By field of the Data Export Centre, the system retrieves contact records maintained in XoroERP and displays the columns applicable to contact information. Users can choose the required fields, apply filters if needed, and export the data for reporting, record management, auditing, or integration with external applications.
The exported data includes contact details, the associated entity information, default billing and shipping addresses, and audit information such as record creation and modification details.
Exploring Export Options
Once the details are loaded into the module, you can proceed to choose how you wish to export it. These options are easily accessible through the "Options" menu located at the top left corner of the screen.
The various export options available are:
1. Export To Local
The "Export To Local" option enables users to export data directly to their local system, providing a convenient way to access and manipulate the data using their preferred tools or software.
Once you click on this option, you will be redirected to the "Select Import/Export Utility Template" screen.
Select Import/Export Utility Template Fields
Utility Template
This option allows you select the utility, if any, for the export.
Include Header
Enable this option to include the column names as the first line of the exported file.
File Extension
Specifies the type of file format for the import or export. Available formats include .csv and .txt.
Delimiter
Specify the desired delimiter to structure the exported data file accordingly. Available delimiters include commas (,), pipe (|), and tabs ( ).
Encoding Type
Specify the character encoding to be used for the import or export. Popular encoding types include UTF-8, ASCII, ANSI, etc. This ensures the correct interpretation of text in files, especially those containing special or non-English characters.
After you have set the utility template, click on "Download" to export the file into your local system.
2. Export To Local - Selected
The "Export To Local - Selected" option offers a tailored approach for users seeking to export specific data subsets. This option allows users to selectively export only the desired data, enhancing efficiency and reducing unnecessary processing time.
3. Export To FTP
The "Export To FTP" option provides you with the capability to transfer data to a designated FTP server. This option is particularly useful for organizations that require seamless integration with external systems or databases hosted on FTP servers.
Once you click on this option, you will be redirected to the "Select Import/Export Utility Template" screen.
After you have set the utility template, click on "Send To FTP" to set the FTP details.
FTP Settings Fields
Type
Select the preferred protocol for the FTP connection, "FTP/FTPS" or "SFTP".
Host
Enter the hostname or IP address of the FTP server where the files will be transferred.
Port
Enter the port number to establish the FTP connection. The default ports are 21 for FTP and 22 for SFTP.
Username
Enter the username required to authenticate and access the FTP server.
Password
Fill in the password associated with the provided username for authentication purposes.
Use SSL
Enable this to use the SSL encryption for the FTP connection. When enabled, data transferred between the client and server will be encrypted for added security.
Target Directory
Specify the location on the FTP server where the exported files will be stored after being transferred to the server.
Test Credentials
Click on this to validate the FTP credentials.
File Name
Enter the file name of your CSV is the name of that file when it gets sent over, so certain 3PLs are probably going to prefer certain names to certain formats for their files so you can always specify this. Please note that Date Expression can also be used as File Name. For example File[MMddyyyyhhmmss]= File10072017040500.
Enable notification on Error
This feature at the bottom enables notifications in case of errors in the export.
Check this box if you want to get notified of an error every time there’s some kind of problem or if there’s an error with this scheduler.
After filling in the FTP details, click "Export Now" to export the data.
4. Export To FTP - Selected
Similar to the previous option, "Export To FTP - Selected" empowers users to export selected data subsets directly to an FTP server. This ensures that only relevant data is transferred, optimizing resource utilization and minimizing data transfer overhead.
5. Export To Email
The "Export To Email" option offers a straightforward mechanism for sending data exports via email. This feature is beneficial for users who prefer to share data directly via email or need to distribute reports to stakeholders efficiently.
Once you click on this option, you will be redirected to the "Select Import/Export Utility Template" screen.
After you have set the utility template, click on "Send To Email" to set the email details.
Email Settings Fields
To
Enter the email address to which you intend to send the export file.
CC
This field allows you to include additional email recipients who will receive a copy of the scheduled wave export notification.
Subject
Specify a descriptive title for the export email, summarizing its purpose or content.
Body
Enter the main content of the email here.
Send From Email
Specify the email address from which the export email will be sent.
File Name
Enter the file name of your CSV is the name of that file when it gets sent over, so certain 3PLs are probably going to prefer certain names to certain formats for their files so you can always specify this. Please note that Date Expression can also be used as File Name. For example File[MMddyyyyhhmmss]= File10072017040500.
Enable notification on error
This feature at the bottom enables notifications in case of errors in the export.
Check this box if you want to get notified of an error every time there’s some kind of problem or if there’s an error with this scheduler.
After filling in the email details, click "Export Now" to export the data.
6. Export To Email - Selected
This option allows you to export specific data records via email. It caters to the need for targeted data sharing, ensuring only relevant data is transferred.
7. Schedule Export
This option allows you to schedule an export at specified intervals based on business needs. This feature is invaluable for organizations that require regular data updates or recurring reporting tasks.
Once you click on this option, you will be redirected to the "Select Import/Export Utility Template" screen.
After you have set the utility template, click on "Schedule" to schedule the export.
8. Schedule Export - Selected
Building upon the previous option, "Schedule Export - Selected" enables users to schedule exports for specific data subsets. By automating the export of targeted data, users can ensure the timely delivery of critical information without manual intervention.
Export Settings
In addition to selecting the export type, the Data Export Centre offers a convenient "Export Settings" feature within the "Options" menu, allowing you to tailor the exported data according to your preferences.
You can set the export settings such as File Extension, Delimiter, and Encoding Type. These settings will be applied to all the exports done from the centre.
Once you have configured the desired export settings, click "Save" to apply the settings.
Header Level Icons
These icons provide quick actions to manage and navigate records within the Data Export Centre.
Navigation Controls: It allows users to move across pages when handling large datasets.
Advanced Search: It allows users to filter records using specific field-based conditions. Users can select the required column, operator, and value to refine the exported data results. Multiple values can also be searched within a single column using the
|operator in the search value.Refresh: Reloads the data based on the current filters to reflect the most recent information.
Save: Saves user-specific grid preferences such as column visibility and layout.
Columns: It allows users to customize the visible columns in the grid. The available columns dynamically adjust based on the selected Search By option, ensuring only relevant fields are displayed for the selected module.
Last updated
Was this helpful?