Overview

The custom export integration type allows you to customise and produce uniquely structured downloads of your invoice data as either a CSV or Excel document.

1

Creating a profile

To begin, you will need to name your profile and set the export format, with the options being CSV or Excel. You can then decide if you want to label your column headings, which can be set in the profile builder.

The profile builder – Here you can select, edit and order the fields required for the custom export.

Start by adding as many columns as required. For each column select the field which will provide the value from the Zahara database. If you need help understanding what some of the field options are, the ‘Field types’ tab describes each of the different fields available. 

You can also select to use a ‘Custom text’ field. This will provide you with a fixed text field, allowing you to specify the value for this column. 

‘Empty column’ is also an option. This will give you the ability to offer a blank field.

For each column, you can add conditions on the field option. Each field option can have a set of conditions which if the value (condition) is met will replace the database value with an outcome value chosen by you.

When you are happy with how you have set your profile up, you will need to click the ‘Save profile’ button for the changes to save. You can sample your profile against the 10 most recent invoices to make sure it is set up appropriately via the ‘Download sample’ button.

If you want to apply the profile,  view the ‘Applying the profile’ section below.

2

Updating a profile

To make changes to an existing profile select it from the ‘Custom export profile’ field. Make any changes as necessary and click the ‘Save profile’ button when you’re finished. 

3

Applying the profile

If you want to apply a profile, you will need the desired profile selected in the ‘Custom export profile’ field and then click either of the two ‘Save’ buttons.

4

Exporting

Once applied a profile can be used to export invoices from the invoices screen. 

From the invoices screen, you can click on the ‘Export’ button. A drop-down will appear and present the following options:

  • Export selected to Custom export
  • Export all approved & not exported invoices to Custom export

Selecting either of the two options will download the relevant invoices in your specific format according to your custom export profile.

5

Save some time

Once you have your profile set up exactly as required, you are able to copy that profile to one or more business units in your tenancy. 

6

Example

This is how I have my custom export profile set up.

 

This is how my CSV file will look after clicking the ‘Export’ button on the invoices list view.