Exports

Exports is an application located in the Administration module. It is used to prepare and set up export of various data from your account. A created export can be used to download and save these data to your computer or in combination with various online services to which these data will be exported automatically.

The automatic export can to be connected with a particular service by our administrators. You will be unable to do it by yourself. To use this feature, please contact us by using our ticket system.

Export is defined by a template. In this template parameters (which carries particular information) and markup language code are used to define the whole structure of the export.

Templates defined in this application can be used for manual data export

  • in the Orders application
  • in a particular order detail
  • in the Invoices application
  • in the Proforma Invoices application
  • in the Credit Notes application
  • in the Receipts application
  • in the Issues application
  • in the Transfers application
  • in the Scheduled Deliveries application
  • in the Shipments application
  • in the Contacts application
  • in the Claims application

To create a manual export, click the export button located in listed applications. A new window will appear. In the Export Type field select Custom Export option and in the Export Template field select a particular and previously created export template that will be used for the data export.

List of Available System Exports

Following list contains all predefined system templates you can use in your account.

Order Exports

  • Czech Post, use the CSV file format
  • Expando XENA
  • FlexiBee
  • Money S3
  • Pohoda

Invoice Exports

  • FlexiBee
  • ISDOC, to use this export correctly, set the Single Document mode to NO
  • Ježek ZaP
  • Money S3
  • Pohoda

Credit Note Exports

  • Pohoda

Proforma Invoice Exports

  • Pohoda

Issue Slip Exports

  • Pohoda

Shipments

  • Zásilkovna (CSV)

Contacts

  • No default templates available

Companies

  • No default templates available

Claims

  • No default templates available

Create a New Export

  1. To create a new export, go to the Administration module and run the Exports application.

  2. Click the New button and fill in all required fields:

    • Name is only internal and is never displayed to customers.
    • Internal Name is used for system purposes and is never visible to anyone.
    • Description is intended for short comments about this export. It is for your own purposes and we recommend you to fill this information in for future needs.
    • Export Type defines what will be exported - credit notes, invoices, issue slips, orders, proforma invoices, stock receipts or stock transfers.
    • Processing Method defines a strategy which will be used to select particular records that will be a part of the export. For more info see the list of processing methods
    • Template is used to select a structure of the export. A new template is created by clicking the green + button. For more information about the templates, please visit this help-section about export templates.
    • File Type defines the file type of the exported file (XLSX, CSV, XML, JSON, PDF (used for Orders and Shipments) or ISDOC).
    • Single Document option allows you to download all documents data as a single file (option YES) or as separated files (one file per document) downloaded as a ZIP file (option NO).
    • Filename Prefix allows you to insert a string which will be used to create the filename (use only in case you want to modify the filename with this prefix).
    • Language defines which language the export will be created.
    • Locale specifies the selected language (region and various preferences).
    • Export with Attachments - set to YES to export orders along with their attachments (the exported file will be in ZIP format). This option is only available for Orders Export Type.
  3. Save your template.

  4. If you want to test it, please click the buttons in the toolbar:

    • Preview Data button uses the data created in this project.
    • Live Data button uses real data from your account. Use this button to download and save the real data to your computer.
  5. Insert the date range for the export and the branch that is responsible for orders used in this export.

  6. Click the export button and save your file.

Export Templates

The main condition for successful creation of an export is its template. A template defines the particular data of export (parameters) and its layout. Define it as a valid file according to the type selected in the export settings.

To create a new template, you need to add or edit an export.

  1. There are two buttons located next to the Template field in an export edition. Click it and create a new template or edit an existing one. To create a new one:

  2. A new window will appear. Fill in all required fields:

    • Name is internal and is used to select and work with this template.
    • Description is intended to provide a short comment. We recommend you to fill it in because it can make your work in BizBox much easier.
    • Type defines the purpose of this template: Invoice Export Template, Issue Slip Export Template, Order Export Template…
    • Language is the default language in which this template has been created.
  3. Click the Add button and a new window with the template edition will appear.

  4. Code this template using particular parameters and valid structure.

  5. Save and close this template.

List of Export Processing Methods

A processing method defines which records (paticular credit notes, invoices, issue slips, orders or proforma invoices) will be a part of the export.

Credit Notes

  • No restrictions
  • Orders prepared to refund

Invoices

  • No restrictions
  • Dispatched, delivered or canceled orders

Issue Slips

  • No restrictions
  • Dispatched orders

Orders

  • No restrictions
  • Dispatched orders
  • Dispatched, delivered or canceled orders
  • Dispatched and delivered orders
  • Offline and online payment restrictions - contains orders which are in paid state for online payments or waiting, paid, paid on delivery or invoiced for offline payments

Proforma Invoices

  • No restrictions
  • Dispatched orders
  • Dispatched, delivered or canceled orders

Shipments

  • Dispatched
  • No restrictions

Stock Receipts

  • No restrictions

Stock Issues

  • No restrictions

Stock Transfers

  • No restrictions

Stock Scheduled Deliveries

  • No restrictions

Contacts

  • No restrictions

Companies

  • No restrictions

Claims

  • No restrictions