Data exports within the Reporting Module

Ove the course of the second half of 2024, we will be moving all data exports for the new reporting module. This document outlines the reasons for the change as well as the benefits and the differences.

We had made the change to move exports to the new Reporting Module to provide you with the below benefits?

  1. One reason for doing this is to update the code that generates the files to newer technology. This means that more of our team can create, fix and update data exports, meaning a quicker turnaround.

  2. Each file will be generated and sent within minutes of it being created so you will get your exports quicker.

  3. You can choose to add other email addresses on CC who will also receive the export.

  4. You have the ability to find and download exports that you have requested in the past (exports requested via the new method only) reducing your reliance on us for queries about old exports.

 

How can I run the export in the reporting module?

As long as you have the permission to access the new reporting module and the existing permission to request data exports, you will find the new Exports option at the bottom of the reports menu.

image-20240809-060846.png

Under the Exports header, click on Exports which will show you the below.

image-20240809-061101.png

As you normally would, select all or specific outlets and the period end date. You can also use the Power Targets button at the bottom to select outlets by Area or a date by your week numbers.

 

 

Select your export from the dropdown (you will only see multiple options if you have had multiple exports developed for you).

You will see your email address in the To field and you can enter other email addresses in the field on the right if you wish to CC someone.

Use the slider to switch between running Verification and Live exports. These two types of export work as they always have.

Click the Run button on the right to complete the request.

 

 

How can I see what exports I have requested in the past?

By clicking on the Exports History option you can run a report to see details of the exports you have requested via this new tool.

This will show you the date the export was run, the period end date it was run for, who requested it and whether it was a verification or live. You can also download the file.

 

 

Questions

How can I get access to the new Reporting Module?

If you have the relevant permissions, you will see Reporting at the bottom of the IndiCater menu used to navigate between modules. If you don’t have the correct permissions, they will need to be turned on in User Access. See this guide for more info Report permissions

 

Is my export the same as it was or has it changed?

The columns and format of your export has not changed.

In some of the exports, we have changed some of the ‘tags’, eg the old export might say "IS Export 01/01/2024" but in the new export we say "IndiCater Export 01/01/2024". This will also help us identify if a file has been exported via the old or new method. If this will cause you any issues, please do advise us and we can revert it back for you.  

In some cases the order of the rows of data within a transaction may be different due a difference in the way the data is gathered between the old and new reports, for example if your invoices are itemised in your export the ordering of the items may be different but this will not impact on its effectiveness.

The exports have been completely re-written and tested and we've done our best to minimise any discrepancies. Should you find any discrepancies, please let us know and we will fix them as soon as we can, and in the meantime you are able to continue to use the old exports.  As always, we recommend running verification exports before a live export.

 

What options are there for additional exports? I have a purchase invoice export but would benefit from having more.

Most clients are exporting their invoices and credit notes however some clients have multiple exports, for example, Outstanding Estimates, Internals Sales, Cash Sales, Closing Stock and Stock Transfers.

There are no limits or restrictions, we would just need to work with you on your requirements. Most exports are unique based on the accounting application the client uses and how it has been configured, this means that there is a development charge for the creation of all new data exports.

 

Can users with access to the new reporting module now also request exports?

No, Exports will only be visible to those head office users with the Data Export permission.

 

When will the old way of requesting exports be turned off?

We will work with you to ensure you are happy with your new export/s before turning off the old way.