Introduction to Exports in the Quotations module in Standard ERP

The 'Exports' function allows you to export certain information from your Standard ERP database to tab-delimited text files from where you can incorporate it in word processing programs for mailmerge, in spreadsheets for further statistical analysis or in page make-up programs for incorporation in publicity material or published reports. Remember that you can also print reports to disk, so most of the information that is stored in an Standard ERP database is available to other applications via the medium of the text file.

To export information related to Quotations from Standard ERP, you must log in as a Global User or Person whose Access Group explicitly grants full access to the Integration module. Change to the Integration module, then click the [Routines] button in the Navigation Centre. In the subsequent window, click the [Exports] button. After changing to the Integration module, you can also use the Ctrl-E (Windows) or ⌘-E (Mac OS X) keyboard shortcut.

The window illustrated below appears. In this list of Export functions in the Integration module, one is relevant to Quotations. Double-click the item in the list: a specification window will then appear, where you can decide the contents of the exported text file. Click [Run] and a 'Save File' dialogue box will appear, where you can name the file and determine where it is to be saved.

If you need to export Quotations in a format that will allow them to be imported into other Standard ERP databases or Companies using the 'Automatic' and 'Manual file search' import functions in the System module, use the 'Transaction Registers' or 'Transaction Registers (period)' export functions in the Integration module.

Please follow the links below for details about each export function:

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Quotation Rows

This page describes the 'Quotation Rows' export function in the Integration module.

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The 'Quotation Rows' export function in the Integration module produces a text file listing the rows from the Quotations in the selection you make. You can use this information for statistical analysis in other programs, for example spreadsheets.

Period
Paste Special    Reporting Periods setting, System module
Enter the start and end dates of the period to be covered by the export. Rows from Quotations whose Quotation Dates fall in the period specified here will be included in the export file.

No.
Range Reporting    Numeric
Enter the Quotation Number or range of Numbers of the Quotations whose rows you want to export.

Customer
Paste Special    Customers in Contact register
Range Reporting    Alpha
Enter a Customer Number or range of Customer Numbers to export rows from Quotations issued to particular Customers.

Item
Paste Special    Item register
Enter an Item Number to export rows with a particular Item.

Item Group
Paste Special    Item Group register, Sales Ledger
Enter an Item Group to export rows with Items belonging to a particular Item Group.

Tag/Object
Paste Special    Tag/Object register, Nominal Ledger/System module
If you need to export rows from Quotations with a particular Tag/Object, enter that Tag/Object here. This refers to Tags/Objects entered at Quotation level, not those entered in Quotation rows. If you enter a number of Tags/Objects separated by commas, rows from Quotations featuring all the Tags/Objects listed will be exported.

Specify
Use these options to control the level of detail in the export file.
Detailed
For each Quotation row, this option will export the Quotation Number, Date, Planned Delivery Date, Customer Number and Name, Salesman, Class, Valid Until Date, Make Contact Date, Probability, Closed, Order Number, Tags/Objects, Item Number, Quantity, Description, Unit Price, Sum, Discount %, Account, GP, VAT Code and Unit, separated by tabs.

Compact
For each Quotation row, this option will export the Item Number and Description, separated by colons.

Specify
Use these options to specify whether rows should be exported from Quotations without Order Numbers, from Quotations with Order Numbers or both.

Sorting
Choose whether the selected Quotations are to be sorted into Quotation Number or Quotation Class order before their rows are 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. The export file will be created and saved. When the export finishes, you can close the 'Export' window using the close box.

If you need to export Quotations in a format that will allow them to be imported into other Standard ERP databases or Companies using the 'Automatic' and 'Manual file search' import functions in the System module, use the 'Transaction Registers' or 'Transaction Registers (period)' export functions in the Integration module. Do not name the file with two leading minus signs/hyphens (e.g. --Data.txt) as it is not possible to import information from files named in this way.

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Export functions related to Quotations:

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