{"id":150962,"date":"2026-10-14T15:01:53","date_gmt":"2026-10-14T15:01:53","guid":{"rendered":"https:\/\/docs.daftra.com\/?post_type=tutorial&p=150962"},"modified":"2026-10-18T12:03:57","modified_gmt":"2026-10-18T12:03:57","slug":"exporting-data-and-reports-to-excel-pdf-and-csv","status":"publish","type":"tutorial","link":"https:\/\/docs.daftra.com\/en\/tutorial\/exporting-data-and-reports-to-excel-pdf-and-csv\/","title":{"rendered":"Exporting data and reports to Excel, PDF and CSV"},"content":{"rendered":"
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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.<\/p>\n

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\ud83d\udec8<\/span><\/p>\n

Note:<\/strong> 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.<\/p>\n<\/div>\n

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Contents<\/p>\n

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  1. Ways to export<\/strong><\/a><\/li>\n
  2. Exporting invoices and documents with selected fields<\/strong><\/a><\/li>\n
  3. Exporting from the newer lists<\/strong><\/a><\/li>\n
  4. Exporting reports<\/strong><\/a><\/li>\n
  5. Bulk PDF printing<\/strong><\/a><\/li>\n
  6. System data backup<\/strong><\/a><\/li>\n
  7. Maximum limits<\/strong><\/a><\/li>\n
  8. Error messages and solutions<\/strong><\/a><\/li>\n
  9. FAQ<\/strong><\/a><\/li>\n<\/ol>\n<\/div>\n

    Ways to export<\/h2>\n\n\n\n\n\n\n\n\n\n
    What you want to export<\/th>\nHow<\/th>\nFormats<\/th>\n<\/tr>\n
    Invoices, estimates, sales orders, refunds, credit notes, purchases, requisitions<\/strong><\/td>\nSelect records in the list, then Actions<\/strong> \u203a Export<\/strong><\/td>\nCSV, Excel or XML<\/td>\n<\/tr>\n
    Products<\/strong><\/td>\nFrom Products & Services<\/strong><\/a> \u203a Export<\/strong><\/td>\nCSV or XML<\/td>\n<\/tr>\n
    Journal entries<\/strong><\/td>\nSelect entries, then Export to Excel<\/strong><\/td>\nExcel<\/td>\n<\/tr>\n
    Employees, contracts, payslips, attendance, commissions, price lists, bank transactions, stocktakings, installments\u2026<\/strong><\/td>\nThe Export<\/strong> button in the list, then choose the fields<\/td>\nCSV<\/td>\n<\/tr>\n
    Any report<\/strong><\/td>\nFrom the report page \u203a Export Options<\/strong><\/td>\nCSV, Excel or PDF<\/td>\n<\/tr>\n
    All data of a whole module<\/strong><\/td>\nSystem Data Backup<\/strong><\/a><\/td>\nCSV or XML<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n

    Exporting invoices and documents with selected fields<\/h2>\n
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    1. Open the list, such as Manage Invoices<\/strong><\/a>, and filter the records.<\/li>\n
    2. Select the records, or choose All Filtered (All Pages)<\/strong> to export all filtered results.<\/li>\n
    3. From Actions<\/strong>, choose Export<\/strong>.<\/li>\n
    4. On the export page, set:<\/li>\n<\/ol>\n\n\n\n\n\n\n\n\n
      Option<\/th>\nWhat it does<\/th>\n<\/tr>\n
      Type<\/strong><\/td>\nInvoices<\/strong> (one row per invoice), Items<\/strong> (one row per item), or Item Columns<\/strong>.<\/td>\n<\/tr>\n
      Invoice Fields<\/strong><\/td>\nChoose the columns you want, including custom fields. If you don’t choose any fields, all fields are exported.<\/td>\n<\/tr>\n
      Items<\/strong><\/td>\nItem fields, when exporting items.<\/td>\n<\/tr>\n
      Order By<\/strong><\/td>\nThe order of records in the file.<\/td>\n<\/tr>\n
      File Type<\/strong><\/td>\nCSV separated by commas, CSV separated by semicolons, Excel, or XML.<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n

      Click Export<\/strong>. The file downloads directly.<\/p>\n

      Exporting from the newer lists<\/h2>\n

      In lists such as employees, contracts, payslips and attendance, click Export<\/strong>. A page shows all fields, grouped by related data, including a group named [record type] More Information<\/strong> for custom fields. Select the fields, or click Unselect All<\/strong> and then choose the ones you want, then click Export<\/strong>. A CSV file downloads that supports Arabic and opens in Excel.<\/p>\n

      Exporting reports<\/h2>\n

      Open the report, set the filters, then click Export Options<\/strong> and choose:<\/p>\n