The Document Export Wizard allows you to export Quotes, Sales Orders, Master Sales Orders, Invoices and Purchase Orders out of ChannelOnline into an Excel spreadsheet format. This export of documents from ChannelOnline creates a zip file containing 2 files:
- a Document Header file
- a Line Item Detail file.
These 2 files are linked via the Document Number; therefore the Document Number is a required field in both files.
Export Options
To begin exporting your Quotes, Sales Orders, Master Sales Orders, Invoices and Purchase Orders:
1. Click on the Document Export Wizard link under the Export section to begin specifying the Customer Export Options.
2. Choose whether to export Quotes, Sales Orders, Invoices, or Purchase Orders by selecting the appropriate option.
3. Select the criteria for the documents that you want to export.
- All – Will export ALL Quotes, Sales Orders, Master Sales Orders, Invoices, and Purchase Orders in ChannelOnline.
- Doc ID – Example, a Quote or Order number. If you want to export Order #s 1000 – 1005, then you would enter the document numbers 1000 and 1005 and the wizard will only export those 5 documents.
- Report Date – Date criteria based on when the document(s) was initially created, or converted to Order.
- Created Date – Date criteria based on when the document(s) was initially created.
- Last Modified Date – Date criteria based on when the document(s) was last modified.
- Follow-Up Date – Date criteria based on the value in the follow-up field on a document(s).
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If choosing to export documents based on the All or Doc ID option, skip to Step 8.
If choosing to export documents based on a selected date type, then:
4. Choose a Start date by either entering a date using the MM/DD/YYYY or M/D/YYYY format.
5. Or, use the visual calendar by clicking on the Calendar icon. The calendar will open in a new window and today’s date will be highlighted in bold text.
6. To select a date, click on the number of the date that you wish to specify. Once the date is selected, it will populate the date into the date range field. Do this for BOTH the start and end dates.
7. Once the date range has been specified, click on Next.
Export Filter
8. Select All if you want to export documents for all customers or individually select the customers.
Note: Press Shift + Ctrl to select multiple customers. Press Ctrl + A to select all customers.
9. Select Next to proceed to the Field Mapping / Export screen.
Field Mapping / Export screen will allow you to specify which document detail fields should be exported.
- If this is a first-time export, then [ New Profile ] will be selected by default for the profile and fields will need to be manually specified.
- Note: Document Number is a required export field in both files.
- If choosing an existing export profile name, it should automatically choose the fields that are in the previously exported profile
Remember, the export of documents from ChannelOnline creates a zip file containing 2 files: a Document Header file and a Line Item Detail file.
File One: Document Header
The Document Header file is intended to provide general information about the selected document type(s). This includes Document header information that is not specific to the line items within the document.
- Select the ChannelOnline Fields that you wish to export for the Document Header by highlighting each field and clicking on the Add Fields > button to move them to the Export Fields column.
- Once you have Export Fields specified, you have the ability to set the order in which the fields appear in the export file. In order to set the order of the fields, perform the following:
- Click on the field name in the Export Fields column to highlight the field. Click on the Up or Down Arrow to move the field to the preferred location or order.
File Two: Line Item Detail
Note: Document Number (Quote or Order Number) is a required Export Field. Once you have Export Fields specified, you have the ability to set the order in which the fields appear in the export file as described in the previous section.
- Set the order of the Export Fields as needed. If this is a first-time export, you can save your export preferences as a profile for use in the future.
- Click Start Export to begin the export process.
Export Status screen will display a status bar and refresh the page periodically to provide the progress.
