Invoices
This page describes the 'Invoices' Export function in the Integration module.
---
The 'Invoices' export function in the Integration module allows you to export a selection of Invoices to an archive file. One option is to export Invoices in a format that is suitable for importing into other Standard ERP databases or Companies, which you can do using the 'Automatic' and 'Manual file search' Import functions in the System module.
To use the 'Invoices' Export function, you must log in as a Global User or Person whose Access Group explicitly grants full access to the Integration module. Ensure you are in the Integration module and open the 'Exports' list by clicking the [Routines] button in the Navigation Centre and the [Exports] button in the subsequent 'Routines' window. Then double-click 'Invoices' in the 'Exports' list to open the 'Specify Invoices' window.
- Period
- Paste Special
Reporting Periods setting, System module
- Enter the start and end dates of the period to be covered by the export. Invoices whose Transaction Dates fall in the period that you specify here will be included in the export file.
- Invoices
- Range Reporting
Numeric
- Enter the Invoice Number (or range of Invoice Numbers) of the Invoices that you need to export.
- Customer
- Paste Special
Customers in Contact register
- Range Reporting Alpha
- Enter a Customer Number or range of Customer Numbers to export Invoices issued to particular Customers.
- Tag/Object
- Paste Special
Tag/Object register, Nominal Ledger/System module
- Specify a Tag/Object if you need to export Invoices featuring a particular Tag/Object. This refers to Objects entered at Invoice level, not those entered in the Invoice rows. If you enter a number of Objects separated by commas, only those Invoices featuring all the Objects that you have entered will be exported.
- Note that this Tag/Object field does not support complex search strings using the !, +, *, ( and ) characters.
- Backup Comment
- Use this field to place a short description in the export file (up to 40 characters are permitted). This description will be saved in the exported file so, if you use the 'Automatic' import function in the System module to import the resulting file to another Company or database, this description will be shown in the list of importable files. The Backup Comment will not be saved in the exported file if you choose the Basic Invoice Data option below.
- Function
- Select one of these options to choose the format of the export file.
- Full Record Export
- This option exports the selected Invoices in a format that is suitable for importing into other Standard ERP databases or Companies using the 'Automatic' and 'Manual file search' Import functions in the System module.
- Basic Invoice Data
- This option exports a simple list of Invoices to a tab-delimited text file. For each Invoice, the Number, Invoice Date, Customer Number and Name, Subtotal, VAT, TOTAL and Objects will be exported.
Confirm by clicking the [Run] button, or cancel using the close box. After clicking [Run], a dialogue box will open, where you can name the export file and specify where it is to be saved. Enter a name for the file, and click [Save] or press the Enter key. If you are exporting with the intention of importing the information into another Standard ERP database or Company using the
'Automatic' and
'Manual file search' Import routines, do not name the file with two leading minus signs/hyphens (e.g. --Data.txt). Information will not be imported from files named in this way. The export file will be created and saved. When the export finishes, you can close the 'Exports' window using the close box.
---
Go back to:
Introduction to Exports in the Sales Ledger
