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Custom Invoice Data Export (Excel)

Overview​

You can perform a custom export and download Invoice data in Excel (.xlsx) format.

Purpose​

The primary purpose of custom invoice data export is to format invoice details and amounts according to external system import formats and export them as Excel files.

Because templates can be reused, this feature is also suitable for operations that repeatedly export data in the same format.

Feature Description​

What you can do with Custom Data Export of Invoice Data​

In this feature, you can export Invoice data in Excel (.xlsx) format using a Data Export Template.

  • Definition of Data Export Template: You can define and reuse a Data Export Template customized with Export Targets, column order, Custom Column Name, blank columns, and Default Cell Value for blank columns.
  • Export using a template: You can export Invoice data in Excel (.xlsx) format according to the defined Data Export Template.

Data Extraction Granularity​

There are two types of extraction units for Invoice data:

  • Document Level: Exports one Invoice as one row. Product information cannot be exported.
  • Item By Document Level: Exports each SKU associated with an Invoice as one row. Can be exported including product information.

Instructions​

Custom Data Export of Invoice data is performed through the following steps:

  1. Create a Data Export Template
  2. Export and Download Invoice data

1. Create a Data Export Template​

Moving to the template creation screen​

  1. Click the Data Export menu.
  2. Click the Billing Invoice tab.
  3. Click the Billing Invoice Export Templates tab.
  4. Click Create a Template.
    You will be redirected to the "Create a New Billing Invoice Data Export Template" page.

First Step - Basic Template Settings​

On the "First Step" screen, enter the following items:

  1. Template name
    Enter the name of the Data Export Template.

  2. Template Type
    Select either Document Level or Item By Document Level from the dropdown.

  3. Selectable Export Columns
    Select the items to be exported.

    info

    Export items will be exported to the Excel file in the order they were selected.
    For example, the first export item will be exported to column A in the Excel file.

    Each export item can be reordered.

  4. Reorder Fields
    Each export item from the Selectable Export Columns will be displayed in the order of their export number.

    In Reorder Fields, the following operations are possible:

    • You can change the order by dragging and dropping or by specifying the column number and destination.
    • Click the Duplicate icon to duplicate the corresponding Data Export column and add multiple identical columns.
    • Click the Trash icon to exclude the corresponding Data Export column.
    • Click Add Blank Column to add one empty column as an export item.

After entering each item in the form, click the Next button.
You will be redirected to the "Second Step" screen.

Second Step - Customizing Column Names and Default Cell Values​

On the "Second Step" screen, you can define the column names and Default Cell Value in the Excel file.

  1. Custom Column Name
    You can enter and customize the column names for the first row (header row) of the Excel file.

  2. Default Cell Value
    This can only be entered for Blank Column.

    You can define the initial value that will be automatically entered into the cells of the corresponding column when exporting the Excel file.

After entering each item in the form, click the Next button.
You will be redirected to the "Preview" screen.

Creating the Data Export Template​

Check the contents of the Preview and click the Create button.
The Data Export Template will be created.

Created Data Export Templates can be edited or deleted at any time.

2. Export and Download Invoice data​

You must create a Data Export Template in advance.
Once the Data Export Template is ready, export the Invoice data using the following steps:

Moving to the Data Export screen​

  1. Click the Data Export menu.
  2. Click the Billing Invoice tab.
  3. Click the Data Export tab.
    *It is open by default.

Setting the Data Export Template and format​

Enter the following items:

  1. Data Export Template
    Select the Data Export Template to use from the dropdown.

  2. Data Output Format
    Select the date output format, such as YYYY-MM-DD, from the dropdown.

  3. Applied Note Details
    Specify whether to Include or Exclude the details of applied Credit Notes or Return Delivery Notes using the toggle button.
    *This can only be set if the selected Template Type is Item By Document Level.

    • Enable Include applied credit note and return delivery note details: Includes the details of Credit Notes or Return Delivery Notes applied to each Invoice in the export.
    • Disable Include applied credit note and return delivery note details: Does not include the details of Credit Notes or Return Delivery Notes applied to each Invoice in the export.

  4. Negative Amount Output
    Specify whether to export the line item amounts of applied Credit Notes or Return Delivery Notes as negative values using the toggle button.
    *This can only be set if the selected Template Type is Item By Document Level.

    • Enable Output applied note line items as negative amounts: Outputs the amounts of Credit Notes or Return Delivery Notes applied to each Invoice as negative numerical values.
    • Disable Output applied note line items as negative amounts: Outputs the amounts of Credit Notes or Return Delivery Notes applied to each Invoice as positive numerical values.

Selecting target Invoices​

  1. Select the Invoices for Data Export by checking their checkboxes.

    • You can narrow down the Invoices by entering conditions in Search.
    • If you want to select all Invoices that match the search criteria, click Select All.
    • To uncheck all, click Remove All Selections.
    • To select all Invoices within the current page of the list, click Select All on Page.
    • To uncheck all Invoices within the current page of the list, click Unselect All on Page.

Downloading​

After confirming the entries, click the Download button.

The Excel file of the Invoice data will be downloaded.

Important Notes​

Check the difference between Document Level and Item By Document Level​

At the Document Level, product information cannot be included in the export items.

If you need Invoice data that includes product information, please create a template for Item By Document Level.

Some items can only be specified at the Item By Document Level​

Applied Note Details and Negative Amount Output can only be specified when the Template Type is Item By Document Level.

They cannot be set in Document Level templates.

Timing of template creation​

Data Export Templates are intended for reuse.

If a template that fits your purpose does not exist yet, creating it once when needed is sufficient.