The Order Export feature in the Marketplace module is designed for buyers and cost center managers who need to extract data about their purchases without requiring special administrative roles or access to the advanced "Insights" reporting module.
Why use Marketplace Exports?
- No Special Roles Required: If you can see the Orders menu, you can export your data.
- Quick Access: Perfect for cost center managers who need to review departmental spend.
- Granular Control: You can use the standard Marketplace filters to narrow down your data before you download it.
Tips for Managers
- Background Jobs: If you are exporting a large amount of data, it might take a minute to process. You don't have to stay on the page; you can come back to the Background Jobs screen later to find your file.
- Clean Data: Use the "Export Order Lines" version if you need to perform a pivot table analysis by "Product Category" or "Account Code."
How to Export Your Data
- Navigate to Orders: Go to the Marketplace module and select Orders.
- Apply Filters (Optional): Click the Filters button to refine your list. You can filter by:
- Date Range
- Supplier
- Order State (e.g., Open, Closed)
- Organization Unit
- Initiate Export: Click the Export button on the right side of the screen.
- Choose Your Detail Level:
- Export Orders: Provides a high-level summary (one row per Purchase Order).
- Export Order Lines: Provides a detailed breakdown (one row per item/line).
- Access the Download: A pop-up will appear. Click the "Here" hyperlink to go to the Background Jobs screen.
- Download: Once the status shows as Finished, click the Download link to save your CSV file.
Understanding the Export Options
Option A: Export Orders (Header Level)
Choose this if you want a summary of "Who, When, and How Much."
- Best for: Monthly spend totals, checking order statuses, and seeing which suppliers were used.
- Structure: Each row represents a single Purchase Order.
Option B: Export Order Lines (Detail Level)
Choose this if you want to know "Exactly What was bought."
- Best for: Auditing specific product codes, checking received quantities, and seeing the exact account codes charged.
- Structure: Each row represents a single line item. An order with three items will appear as three separate rows.
Export Orders (Header-Level Specification)
This dataset provides a single row per Purchase Order. It is the primary source for high-level commitment tracking and supplier spend auditing.
Identity & Workflow
| Field Name | Description |
| Order Number | The primary unique identifier for the Purchase Order. |
| Change Of Order Number | Incremental ID indicating if the order has been modified. |
| Requisition Number | The ID of the approved request that generated this order. |
| Order Type | Classification of the order (Standard, Blanket, etc.). |
| Order State | The current lifecycle stage (Open, Closed, etc.). |
| Receiving State | The high-level status of delivery (Pending, Part, Fully Received). |
Timestamps & Flags
| Field Name | Description |
| Created Date | The system timestamp when the record was first saved. |
| Order Date | The date the Purchase Order was officially issued. |
| Retrofit Order | Boolean flag indicating an "after-the-fact" purchase. |
| Has Accepted Invoice | Boolean flag indicating if an invoice has reached the 'Accepted' state. |
Organizational & Financial Context
| Field Name | Description |
| Organisation / Org Unit | Institutional labels for the group making the purchase. |
| Org Unit Code | The alphanumeric identifier for the cost center. |
| Buyer / Buyer ID | The name and system ID of the initiating user. |
| Supplier / Supplier ID | Vendor name and their unique ERP system identifier. |
| Supplier Tags | Metadata labels assigned to the vendor profile. |
| Currency / Order Value | The total financial value and monetary unit of the PO. |
| Fiscal Year | The budget year to which this spend is attributed. |
| ShipTo / Bill To | Physical delivery and billing addresses. |
Export Order Lines (Line-Item Level Specification)
This dataset provides a granular breakdown, including one row for every product line or accounting split. It inherits all fields from the Header-Level export.
Product & Catalog Data
| Field Name | Description |
| Line Number | The position of the item on the Purchase Order. |
| ProductName / ProductCode | Descriptive name and SKU/Internal identifier for the item. |
| ProductSource | The origin of the item (e.g., Hosted Catalog, Punchout, Non-Catalog). |
| ProductTags / CatalogueTags | Metadata labels for product and catalog classification. |
3-Way Match & Quantity Tracking
| Field Name | Description |
| Quantity | The total number of units ordered. |
| UnitPrice | The price per individual unit of measure. |
| UnitOfMeasure (Name/Code) | The unit type (e.g., Each, Hour, Case). |
| ReceivedQuantity | The total units currently logged as 'Received'. |
| ReceivedAmount | The financial value of the goods received. |
| InvoicedQuantity | The total units matched to a supplier invoice. |
| InvoicedAmount | The financial value matched to a supplier invoice. |
| OrderLineAmount | The total value of the specific line item. |
Accounting & Distribution
| Field Name | Description |
| SplitPercentage | The percentage of the line value assigned to this row. |
| AcctCodeFormat | The institutional structure of the General Ledger (GL) string. |
| AcctPart1 - AcctPart5 | Individual segments of the GL string (e.g., Fund, Dept, Project, etc.). |
Important Financial Notes
When reviewing your exported CSV file, keep the following logic in mind:
- Exclusions: All financial values in these exports exclude GST (Tax) and Shipping.
- Purpose: These values represent the "Net" cost of the goods or services, which is typically what is used for internal budget tracking.
- Format: The file is saved as a
.csv, which can be opened easily in Microsoft Excel, Google Sheets, or Apple Numbers.
What's Next/Related
- You can also watch a short video on how to Export Orders: