Advanced Export - Other Options: 3rd Screen

Advanced Export:
Third Dialog Box (Other Options)

Advanced Export: Other Options - 3rd Dialog Box - Level 3 and Above

Step By Step Procedure (Other Options)

For information on the steps leading up to this point: Second Dialog Box.

Note: AnyOrder comes with some sample profiles and we have prepared a summary of how to create your own reports using Advanced Export. You'll find it here: Sample Profiles and Creating Your Own Reports.

Other Options in Advanced Export is reached by clicking on the "Other Options" button on the bottom of the Export Profile dialog box. The following screen appears:

AdvExport3

Comma Delimited Files

For Comma Delimited files you can select whether you want all the fields contained in quotes or whether you want the quotes removed from numbers. In most cases, you'll probably keep all fields in quotes (the default). In some cases, however, it may advantageous to leave numbers unquoted. A number of software programs will recognize imported data without quotes as a number and formatted it as such. This allows you to manipulate it as number field in the other software program.

Exported Date Format

Several date formats are available. The date field in AnyOrder is normally formatted as Month/Day/Year (mm/dd/yy). You may wish to change the format to match that used in another application.

Checkbox Fields

AnyOrder has a number of checkbox fields. When checkbox fields are exported, they appear a T (for true, the box is checked) or F (for false, the box is not checked). The software program that you are exporting to may require the fields in a different format. For instance, the program may require the fields to be YES or NO. This allows you to change the fields to the required format. If need to make a change, be sure to place a checkmark beside "Use the following for checkbox field."

Shipping Address

If you are exporting both the billing and shipping address, AnyOrder will normally copy the billing address to the shipping address when the shipping address is empty (or "Same" is found in the shipping address). If you'd rather not have this feature, you can turn it off by moving the selection dot to "Do NOT copy billing address"

Currency Symbols

AnyOrder normally doesn't add the currency symbol to numbers which are being exported. If you like to have the currency symbol included, move the select dot to "Include currency symbol." Note that when you do this, the software to which you are exporting can no longer work with the field as a number. You'll need to experiment a bit to find out what's the best setting for the input application. One last note, if you are exporting to a Comma Delimited file, you can't turn off the quote marks and include the currency symbol (see "Fields in Quotes, above). When you include the currency symbol you are treating the field like a string and all strings must have the quote marks.

Decimal Point

AnyOrder formats monetary amounts with a decimal point: 34.67. However, some software applications may not use the decimal point: 3467. If you are using such applications with the export file, you can have AnyOrder remove the decimal point. To remove the decimal point, place a checkmark in the box.

Word Processing Start-up Document Level 4 and above

In the first dialog box of Advanced Export (at the bottom), you can turn on a feature which will automatically start a word processor when the export process is complete. This is exceedingly useful feature, particularly with combined with a start-up document. In this field you can indicate a mail merge document that you want your word process to start with. It could be an email letter, labels, or a form. That means as soon as the export is finished, your word processor will start with the document in place and fields merged already.

Group Invoice Data by Product (Catalog Number Limitation Feature) Level 4 and above

This is an option that is available if you have selected the "Group Invoice Data by Product" mode found on the previous dialog box. When using the Group Invoice Data mode, general invoice data is repeated for each product on the invoice. For example if you have an invoice with 3 products, three separated records will be created for the export file. Each record will have the same general invoice data (billing name, billing address, etc.), but will have a different product. The Catalog Number Limitation Feature will create export record for a designated catalog number. This allows you to create a report specifically tailored to one of your products.

Ask for Catalog Number. If you place a checkmark on this field, AnyOrder will stop the export process and ask you to indicate which product you want to export. It will then run through a series of invoices and create records for the selected product. Note: if you use this option make sure that you leave blank the next option "Automatically Use This Catalog Number." On the first export dialog box, when you are ready to start the process, you can select All Invoices, Range of Invoices, Range of Dates, etc.

Or automatically use this catalog number. Instead of having the program stop at the beginning of the export process and ask you to indicate the product you want exported, you can type in the catalog number at this point. You would normally use this when you always create an export file for a certain catalog number. If the catalog number varies each time you create the export file, use instead the "Ask for Catalog Number" option. Note: if you do plan to use the Ask for Catalog Number, make sure this field is empty. This option takes priority over the "Ask for Catalog Number" option. On the first export dialog box, when you are ready to start the process, you can select All Invoices, Range of Invoices, Range of Dates, etc.

If Catalog Number Limitation Feature is used to restrict export to a non-product (such as Item ID), include product quantity in report. One of possible purpose of the Catalog Limitation Feature is limit the export to an Item ID Number. This is useful if you have an on-line store with Amazon, for example. Amazon will provide a file with customer names, quantity, products ordered, etc. Included in the file will be an ID Number for every product ordered by the customer. The file can be imported into AnyOrder. When the ID number is imported, you can import it as a product and give it a catalog number (i.e. ITEM_ID). (For more specific details on how the prepare Amazon's Import Profile, see "Product Group Mode" found in Import Other Options.

After the orders have been processed, you, then, provide Amazon with an export file indicating whether the products have been sent, along with tracking numbers. The Catalog Number Limitation feature allows you to build an export file which is limited to those rows in the Item Area that have an Item ID number. Amazon requires that you also include the quantity of the product referenced by the ID number. The quantity, however, is not included on ID Number row. It's found with actual product's name, catalog number and price (just above the ID Number row). When this feature is turned on, AnyOrder scans through the Item Area rows. When it comes to the actual product's name, it will save quantity, so that when the Item ID row is exported, the product's quantity comes with it.

Filter

One way of selecting the invoices you want to export is by the use of a filter. There are two options on the Export's first dialog box that can utilize this feature: Use Filter & Use Filter With Dates.

When either one of these options are selected, AnyOrder will display the "Filter Invoices" dialog box. In the blank on top of the dialog box you can enter a filter formula or choose one of the options at the bottom of the screen. Only those invoices which are filtered will be exported. After you exit from the Filter dialog box, an export file will be created according to the filter.

One nice way of getting the filter sorted out before using Export is to set the filter when working in the Main Invoice Screen. When you have the filter adjusted so it working correctly, return to this dialog box (Other Options) and click on the "Paste Filter" button. The filter formula will be pasted in the blank for you.

For step-by-step instructions on how to create reports using filters, see Creating Reports With Filters. (Also, for a couple of specific examples, see Export - Creating Reports)

You also can, if desired, adjust the filter by running several exports. Once you have the filter decided upon, and it's a filter that you want to use each time you run the export, you can save the filter formula in here in this field in Other Options.

Delete the formula from the blank if you no longer wish to use a filter.

Note that the filter that you enter here is only used if you have selected one of the following two option on the first dialog box:

•	Use a Filter to Determine Which Records are Exported

•	Use a Filter COMBINED with the Above Range of Dates

Exported product rows normally include only those with an item description and a NON-ZERO price, check here to INCLUDE product rows with a zero (0) price - Level 4 and above

Whenever AnyOrder includes products in the export, it runs through each row in the Item Area (on the Main Invoice Screen). If a row doesn't include an item name and the price is zero, it leaves out that row. This helps eliminate extraneous information that may not have relevance for export purposes. Primarily, it leaves out extra explanatory lines. For example, you may list the following on two lines in the Item Area:

Quan Cat # Item Name Price Total

1 GWTW Gone With the Wind 10.00 10.00

(Complete DVD Set) 0.00 0.00

The first row has a catalog number, quantity, item name and price, but second row consists only of extra explanatory information in the item name column. In most cases, when you do an export, you don't need to export the second row, and, by default, AnyOrder leaves it out of the export file. As long as the price is non-zero, it leaves it out. However, you can include the second row by selecting this option. By selecting this option, AnyOrder will include rows with either non-zero or zero prices.

IMPORTANT: Having said this, there is one important exception - and that's the Product Group Mode. If you are using the Product Group Mode, the program will eliminate any invoices with zero prices - and, in that case, you'll want to turn this feature on. If you run an export using the Product Group Mode and you are not getting the number of records expected, invariably this will be the problem - particularly if you have items on your invoices without prices. Zero prices will show up in the Item Area if you use more than one line to help describe your products - or if you sell product packages with the total price on the first row and a listing of one or more items without a prices on the subsequent rows.

Mark all invoices exported with an indicator - Available with the Level 6 (or higher) programs

If you do frequent exports, it may be helpful to keep track of which invoices have been exported. If select this feature, AnyOrderwill place the following notation in the Notes area of the Main Invoice Screen:

Exp:::xx/xx/xx (xx/xx/xx will be the current date)

If desired, you can limit the display of invoices to only those that have marked with the export indicator. To do so, start at the Main Invoice Screen. Select INVOICE TOOLS >> FILTER INVOICES. Enter the following formula:

"Exp:::" $ Notes

If you'd like to limit the display of invoices to those which have not been marked with the export indicator, use the following formula:

.NOT. "Exp:::" $ Notes

You can also use the above formulas to create a report which lists exported invoices. Start by building a new profile with the invoice number, billing name and whatever other information you need. To view the report in Excel, use a Tab Delimited file type. When exporting, select "Use a Filter to Determine Which Invoices are Export." When the Filter Dialog Box comes up, type in one of above formulas depending on your needs.

Replacement Tables

Replacement tables are used to convert values coming out of AnyOrder so they can be used in other applications.

To reach Replacement Table, click on the "Replacement Table" button. You can also reach Replacement Tables from the Second Dialog Box (Export Profiles) by clicking the button by the same name.

A common use of a replacement table is to convert catalog numbers that you use in AnyOrder to catalog numbers used by a fulfillment service. For example, the fulfillment service may use the catalog number "9988" for one of your products. In AnyOrder, however, the catalog number may be "BK/JUMPHI." You can set up a table to convert "BK/JUMPHI" to "9988." To convert catalog number (or other values), begin by giving the table a name. Then click on "Create New Table." More on Replacement Tables.