Custom Export Templates

Overview:

Custom exports are used to provide transactional data exports (extensions, sales mix, transfers, theoretical costs, variances, etc.), in a CSV format, to provide data for use by another system. The data type, specific fields to export, and the sequence for the fields can be preconfigured via a Custom Export Template.

Things to know!

• The use of Custom Templates is required if you want to perform a Custom Export.
• A Custom Export Template is used to preselect a transaction data type, the fields, and the sequence the fields will be exported.
• COGS-Well Support is happy to help you configure a Custom Export Template. Please contact us at support@cogs-well.com.

Add or Edit Custom Export Templates:

To add, edit, view, or delete Custom Export Templates, navigate to Tools>Custom Exports>Custom Export Templates. You will land on a Setup Grid that will display templates that have already been set up. An example of a Custom Export Template Setup Grid is shown below:

Export Type: The name of the COGS-Well Report that was selected for the template.

Name: The name that was given to Custom Export.

Active: This displays the status of your template (active yes or no).  

Created: The date the template was created.

Last Update: The last date that edits were saved for this template.

+ Add and Search Options:

• Add Button: The blue "+ Add" button is used to add a new Group (versus to view or edit an existing Group).
• Search Option: The search option can be used to find any part of a word or date on the grid. Type in your search criteria to initiate the search. 

Special Column Tools:

• Magnifying Glass Only Icon: The magnifying glass at the top of each column in the above grid has a search function that enables you to search within that field. If you hover your mouse over the magnifying class you will see options to use to refine your search.
• Magnifying Glass and Calendar Icon: If a column has a magnifying glass and a calendar at the top of the column, the calendar can be used to select a date, and if you hover over the magnifying glass after you select a date, you will have options to refine the filter (such as equal to or greater than the selected date).

Clone: A template can be "cloned" (copied) to a new template. If you believe it will save time to start with an existing template and modify it, versus setting up a new one from scratch, then use the Clone feature. 

Add a Custom Export Template:

To add a new Custom Export Template, click the blue + Add button at the top of the Template. You will land on a Custom Export Template tab similar to the one below:

The Export Template Tab:

Export Type: The Export Type is used to select the type of transactional data for the export. For this example, we will select the Inventory Extension:

Template Name: This is a required field for the name of the Custom Export Template.  It often makes sense to use the name of the report provided you are not creating more than one custom export for this report. For this example, we will use the name "Inventory Extension Data".

Active: A Template can be made inactive by removing the checkmark.  It can later be made active again by restoring the checkmark. 

Next: The next button will advance you to the Items tab.  

Save: The Save button will save your entries. 

Save & Exit: The Save & Exit button will save your entries and exit back to the Sales Templates Grid. 

The Fields Tab: 

Click on the "Next" button or on the "Fields" tab to move the Fields tab. This tab has a grid that is utilized to select the data fields and the sequence they will be exported for this report. Below is an example of the Fields Tab grid for the Inventory Extension Custom Export template and no fields have been selected yet:

Fields can be added to the grid one at a time by using the + icon at the top left of the grid. Clicking the + icon will invoke a search and select feature that displays the available data fields for the inventory extension transaction type:

If you only need a few fields for your template, it will be easier to select each one at a time. However, if you want more than a few fields, it is often easier to click on the "+ Add all Fields" button at the top right of the grid to add all of the fields to the grid, and then use the x delete icon, to delete the fields you don't need. In the below example, we have selected to add all fields:

Source Field: The Source field is the field from the COGS-Well database that the data will come from.

Header Text: The Header Text is the name COGS-Well uses for the column that displays the data. You can edit this field.

Field Text: The field test provides you with an option to use a different name for the field.

Field Selection Grid Tools:

The toolbar on the top left of the field selection grid can be useful for configuring your fields:

• Plus Icon: Use the Plus icon to add a new Field to the Template.  If you click on the plus you will be presented with a list of possible Fields. You can search and select the Field using the display. Once a field is selected, you will see it on the fields grid.
• X Icon: The X icon is a delete button. Use the X button to delete a field that is currently on the Template.  First, find and highlight the field you wish to delete. After the field has been highlighted you can click the X button to delete it. 
• Up Arrow: Use the up arrow icon to move a field up in sequence on the Template.  Highlight the field first then click the arrow. 
• Down Arrow: Use the down arrow key to move a field down in sequence on the Template.  Highlight the field first then click the arrow.  

• The icon above is a drag-and-drop button that is located to the left of each field on the grid. You can use your mouse to click and hold the drag button and then drag the associated item up or down in the list of items on the item grid. 

Save and Exit

After you have selected and sequenced the data fields for a Custom Export Template, you will want to save it. At the bottom of the screen are the Save and Exit buttons.

Save - Saves the entry or entries without exiting.

Exit -  Exits without saving any new entries or edits. If there are new entries you will be asked, "Are You Sure".