Introduction to Exports in the Purchase Orders Module

The 'Exports' function provides for the exporting of certain information to tab-delimited text files from where it can be incorporated 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. Alternatively, it can be imported into other Hansa databases or Companies using the 'Automatic' and 'Automatic manual file search' import functions in the System module. The function is selected using the 'Exports' item on the File menu or by clicking the [Exports] button in the Master Control panel.

On selecting the function, the window illustrated below appears. This lists the single Export which can be produced from the Purchase Orders module. 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.

Purchase Order Rows

This command exports data from one or more Purchase Orders. The result of the export is a text file with one row for each Purchase Order row. This can be used for further statistical analysis.

Period

Paste Special    Reporting Periods setting, System module

Enter the start and end date of the reporting period.

Order

Range Reporting    Numeric

Use this field to limit the export to rows of a single Purchase Order, or range of Purchase Orders.

Supplier

Paste Special    Supplier register

Range Reporting    Alpha

Use this field to limit the export to rows of Purchase Orders made out to a single Supplier or range of Suppliers.

Item

Paste Special    Item register

Range Reporting    Alpha

Use this field to limit the export to Purchase Order rows featuring a particular Item.

Item Group

Paste Special    Item Group register, Sales Ledger

Use this field to limit the export to Purchase Order rows featuring Items of a particular Item Group.

Planned Del.

Paste Special    Current Date

If you wish to export rows of Purchase Orders whose Deliveries are to be received on a specific date (based on the Planned Del. field on the 'Date' card of the Purchase Order screen), enter that date here.

Sorting

Select Number or Supplier as sort order.

Specify

Select one or more of the options.

Press [Run] to start the export. When it has finished, close the 'Export' window using the close box.