Export Order/List/Items to Spreadsheet (CSV format)

Transcription

1 Export Order/List/Items to Spreadsheet (CSV format) Who: Why: Contract Administrator You can export a list of Orders, the details of an individual Order or a list of Items from an Order to CSV format. The resultant CSV format file can be viewed or further processed in a spreadsheet program such as Microsoft Excel. IMPORTANT: In some instances export of the Order items is essential f a new Supplier Before you begin The ConSol Sys Admin must create the required Export Templates before Users can perform the Export operations. If no templates exist, contact your Sys Admin to request the creation of templates. Related topic Find Orders & Modify Details My Work Overview and Search Procedure This procedure describes three export functions: Export a list of Orders; Export the details of an Order; Export the list of Items from an Order. Export a List of Orders Find a Project View 1. On the ConSol menu select Orders > Find Order. Page 1 of 8

2 The List Orders screen appears. 2. Define the search criteria to generate the list of Orders that you wish to export and click the Search button. See topic Find Orders & Modify Details for more information. N1 - In the example shown above, the search will find all Orders from 20/12/2014 onward. WARNING: If the search criteria you specify are too vague or broad ranging, the search could potentially return thousands of results over many years. Such a search has the potential to cause your computer and/or network to slow down and possibly cause ConSol to crash. Select the search criteria carefully in order to return a manageable number of records. N2 - The list of Orders matching the search criteria is displayed below the Search button. 3. After checking that the list contains the required data, click the Export button. Page 2 of 8

3 The Export Template window opens with a list of available templates. 4. Click Select next to the required template. The File Open window opens. 5. Select whether to Open the file or Save it. 6. Click the OK button. The exported file can be opened using a spreadsheet program such as Microsoft Excel. Page 3 of 8

4 Export the Details from a Specific Order 1. On the List Order screen, click the Order number from which you wish to export data. The View Order screen appears. 2. Click the Details tab to ensure the Order details are displayed. 3. Scroll to the bottom of the Order and click the Export button. Page 4 of 8

5 The Export Template window opens with a list of available templates. 4. Click Select next to the required template. The File Open window opens. 5. Select whether to Open the file or Save it. 6. Click the OK button. The exported file can be opened using a spreadsheet program such as Microsoft Excel. Page 5 of 8

6 Export the Items from an Order: IMPORTANT: While exporting the list of Items from an Order can be done from many stages of processing, it is an essential step when an Order has been refused (N1) if you want to retain the list of Items and quantities when allocating the Order to a different Supplier. You must export the list of Items with quantities (N2) before clicking the Select New Supplier button (N3) otherwise you will lose them. The following example shows how to export the items from a refused Order then import them back into the Order after selecting a new Supplier Page 6 of 8

7 1. On the View Order screen, click the Items tab. N1 - The list of Order items is displayed. 2. Click the Export button. The Export Templates window opens with a list of Order Item templates displayed. 3. Click Select next to the required Template. Page 7 of 8

8 The Open File window appears. 4. Select whether to Open the file or Save it. 5. Click the OK button. The exported file can be opened using a spreadsheet program such as Microsoft Excel. Page 8 of 8