Exporting data and reports to Excel, PDF and CSV
You can export the system’s data to Excel, CSV or PDF files to use outside the system, for example to review it in Excel or send it to your accountant. This guide explains the different ways to export: exporting lists with selected fields, exporting reports, printing lists as PDF, backing up system data, and the maximum limit for each method.
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Note: You need permission to view the data you export. For example, exporting invoices requires permission to view invoices, and exporting employees requires permission to view employees.
Contents
Ways to export
| What you want to export | How | Formats |
|---|---|---|
| Invoices, estimates, sales orders, refunds, credit notes, purchases, requisitions | Select records in the list, then Actions › Export | CSV, Excel or XML |
| Products | From Products & Services › Export | CSV or XML |
| Journal entries | Select entries, then Export to Excel | Excel |
| Employees, contracts, payslips, attendance, commissions, price lists, bank transactions, stocktakings, installments… | The Export button in the list, then choose the fields | CSV |
| Any report | From the report page › Export Options | CSV, Excel or PDF |
| All data of a whole module | System Data Backup | CSV or XML |
Exporting invoices and documents with selected fields
- Open the list, such as Manage Invoices, and filter the records.
- Select the records, or choose All Filtered (All Pages) to export all filtered results.
- From Actions, choose Export.
- On the export page, set:
| Option | What it does |
|---|---|
| Type | Invoices (one row per invoice), Items (one row per item), or Item Columns. |
| Invoice Fields | Choose the columns you want, including custom fields. If you don’t choose any fields, all fields are exported. |
| Items | Item fields, when exporting items. |
| Order By | The order of records in the file. |
| File Type | CSV separated by commas, CSV separated by semicolons, Excel, or XML. |
Click Export. The file downloads directly.
Exporting from the newer lists
In lists such as employees, contracts, payslips and attendance, click Export. A page shows all fields, grouped by related data, including a group named [record type] More Information for custom fields. Select the fields, or click Unselect All and then choose the ones you want, then click Export. A CSV file downloads that supports Arabic and opens in Excel.
Exporting reports
Open the report, set the filters, then click Export Options and choose:
- Export to CSV
- Export to Excel
- Export to PDF
- Export to PDF no graph (in reports that have charts)
You can also choose Print to print the report directly.
Bulk PDF printing
To combine several invoices or documents in one PDF file, select them in the list and choose Print PDF from Actions. The maximum is 200 documents per run.
System data backup
To download a copy of the data of whole modules, open System Data Backup, choose the modules (such as invoices, purchases, products, clients, suppliers, expenses and employees), the file format (CSV or XML), and the branch if any. This feature is available to the account owner on active paid plans.
Maximum limits
| Export | Limit |
|---|---|
| Exporting invoices, purchases and requisitions | 5,000 records per run |
| Bulk PDF printing | 200 documents per run |
| All Filtered (All Pages) in the newer lists | The first 10,000 records |
Error messages and solutions
| Message | Cause | Solution |
|---|---|---|
| You can’t export more than 5000 record, Please change filters to match limit. | More than 5,000 records are selected. | Split the export into smaller date ranges. |
| There is no items to export | No records match the filters. | Change the filters. |
| No [record type] Selected | You didn’t select records before exporting. | Select records first. |
| Please select at least one entry | You chose to export journal entries without selecting any. | Select the entries first. |
FAQ
Arabic characters look garbled when I open the CSV file in Excel. What should I do?
Choose the Excel format when exporting if it’s available, or open the file in Excel through data import and choose UTF-8 encoding.
Can I export invoices with their items?
Yes. On the export page, set Type to Items.
Do custom fields appear in the export?
Yes. They appear among the fields you can choose on the export page.
Why is there no Export button in the clients or suppliers list?
The clients and suppliers lists don’t have an export button at the moment. You can export them from System Data Backup.