Exports & reports
Available on Scale
Print register reports, download CSV and PDF files, and schedule exports that arrive by email.
There are two places to take your data out, and the app says which to use: "For a report to read on screen or print, go to Reports. For a scheduled or large file, go to Exports."
Who can do this:
| Task | Permission | Built-in roles that have it |
|---|---|---|
| Open Reports | Generate reports | Admin, Reports Viewer |
| See Exports and download files already built | View exports | Admin, Reports Viewer |
| Build a new export | Run exports | Admin |
| Set up a schedule | Schedule exports | Admin |
Exports work across the whole business, so a role limited to chosen stores can never hold them. Store Admin does not have them.
Before you start#
Exports, and the CSV button on Reports, need the Available on Scale feature. Without it the CSV button shows a lock and opens an upgrade note.
Print a register report#
- Open Analytics → Reports.
- Pick a tab: X report (sales so far today), Z report (one store's closed day), Sales summary (the dates chosen at the top) or Inventory on hand (stock as it stands now).
- Under All stores, pick the store.
- Open Print and choose Print: A4, Print: 80mm receipt or Print: 58mm receipt. Or press CSV to download what is on screen.
The Z report shows takings, tenders, refunds, Refunds paid out, and the first and last order of the day. It counts orders by when they were completed, so a printed day never changes afterwards. Tenders are gross of refunds, and a split payment counts under each method it used. See Tenders. Inventory on hand needs the Available on Startup and above grade.
Build an export#
- Open Analytics → Exports and press New export.
- Pick the data you want. Data your plan does not include is greyed out with Upgrade required.
- Narrow the rows, for example with a date range. All times are UTC.
- Untick any columns you do not need.
- Choose CSV spreadsheet or PDF report (PDF is offered for the report datasets).
- For a small file, press Download now and it downloads straight away. For a bigger one, press Queue export. It is built in the background, and you collect the file from the Exports list when it is ready.
Fields#
| Data | Family | Formats |
|---|---|---|
| Order change history, Inventory change history, Staff activity | History | CSV |
| Sales summary, Sales over time, Order breakdown, Product performance, Register report | Reports | CSV or PDF |
| Customer performance, Return breakdown | Reports, from the Available on Startup and above grade | CSV or PDF |
Schedule an export#
- Open Analytics → Exports, go to Schedules and press New schedule.
- Pick the data and how often: Every day, Every week or Every month, with the Hour (UTC), the Day of the week or the Day of the month (up to the 28th, so the report never skips February).
- Add up to five recipients. Each must be a staff member of this business.
- Save the schedule.
A daily export covers yesterday, a weekly one the previous 7 days, and a monthly one the previous calendar month. Each recipient gets an email with a link to open the exports. The file is available for 7 days.
Behind the scenes#
- The report datasets follow the same analytics grades as their pages.
- If your plan loses the exports feature, schedules pause.
Troubleshooting#
| Symptom | Cause | Fix |
|---|---|---|
| The CSV button on Reports has a lock. | Your plan does not include exports, or you do not have Run exports. | Check your plan or your role. |
| "That range is too big for an instant download." | The file has too many rows for a direct download. | Press Queue export and collect it from the list. |
| A dataset is greyed out. | It needs a higher analytics grade or the exports feature. | Check your plan. |
| A schedule shows Paused with the word plan. | Your plan no longer includes exports. | Change plan to resume it. |