The Order Export feature is designed to extract data about purchases, without requiring special administrative permissions or access to the Insights reporting module.

Permissions

• All users can utilize the order export function, to extract their order data.
• Users with the Community Administrator, can export orders for the entire community.

Essential Details

• Clean Data: Use the "Export Order Lines" version if you need to perform a pivot table analysis by "Product Category" or "Account Code."
• 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.
• Exports are processed as Background Jobs and are available for 7 days for download (in CSV format).

• Data in the Payment Status column, will populate for Stripe orders only. Which is available to Australian communities.

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.

How to Export Order Data

1. Navigate to Orders: Go to the Marketplace module and select Orders.
2. 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

3. Initiate Export: Click the Export button on the right side of the screen.
4. 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).

5. Access the Download: A pop-up will appear. Click the "Here" hyperlink to go to the Background Jobs screen.
6. 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

Timestamps & Flags

Organizational & Financial Context

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

3-Way Match & Quantity Tracking

Accounting & Distribution

Bulk Change Orders

The Bulk Change feature allows users to perform administrative actions, on multiple orders at once. The actions available are: Close Order, Reopen Order, or Update Organization Unit.

Users with the Community Administrator, can user the Bulk Change function to change buyers designated to orders.