Exporting information out of LightSpeed can be done several ways. Exports from Smart Find results, reports, accounting exports, or the exporting feature allow you to extract information from a variety of sources and save them as a tab-separated text file.
The Export feature can be accessed at Tools > Export, and enables you to export your Customers, Products, Invoices and their line items, Quotes, Orders, SROs, Purchase Orders, Supplier Invoices, and Multi-Store Transfers. This export includes every record in your database, and will allow you to select which fields you wish to include in the export. The export will be saved on your hard drive as a tab-separated text file.
Customers and Products
Choosing to export your Customers or Products will display the Exporting Customers or Exporting Products window, including two columns: Available Fields and Fields to Export. Drag the fields you wish to export from the first column to the second, or click Copy All to select all of them. If you wish to remove a particular field from the Fields to Export column, select it with your mouse and click the Delete key on your keyboard, or click Clear All to remove all fields from this column.
If you want to include headers for these fields (seen as the first line of your export file), click the Export Headers checkbox. Once you have finished selecting your fields, click the Export button. You will see a status bar appear, and will be asked to name the file when the data has been exported.
This file can be opened in Text Edit, Numbers, or Microsoft Excel.
Documents and Transfers
When you choose to export Invoices, Invoice line items, Quotes, Orders, POs, Supplier Invoices, or Transfers, you must choose the date range from which to import, using the two calendars that appear.
Exporting Invoices will result in a file that includes summarized Invoice information. However, exporting Invoice line items will result in a file that breaks down each Product sold on an Invoice.
Exports can be done from the Smart Find results of Customers, Products, and Invoices. This will allow you to choose the fields to export as explained above, but from a subset of records that you’ve defined through the criteria of a Smart Find.
For example, you could do a Smart Find for your Customers that live in Florida, and export only the email addresses of this subset of your Customers.
If you are exporting from the Smart Find results of your Invoices, you can choose if you want to export Invoice information or Invoice line items with a dialog box that will appear after you click Export button.
Any report you produce in LightSpeed’s Reporting module can be exported by clicking the disk icon from the Reporting toolbar, displayed by clicking the Preview button in the main Reporting window.
To export a list of your Suppliers, use either the Export to QuickBooks or Export to MYOB feature (in the Tools menu) and choose to export your Purchases for any given date range. Click Export. You will be asked if you want to export a list of all Suppliers. Click Yes and name the file to be saved, choosing the desired location on your hard drive. When asked to save the export file for your Purchases (Supplier Invoices), click Cancel.
Again, this is a tab-separated text file you can open with Text Edit, Numbers, or Microsoft Excel.
When you select an Intelligence report, you can click Find to display the results, or click Save to save the results to your hard drive in a text file. Certain reports, such as the Inventory Valuation or Accounts Receivable reports, cannot be viewed in the Intelligence window, and must be saved to the hard drive before being viewed.
Count events saved in LightSpeed’s Count Inventory module can be exported as text files which include the Product Code, Description, the quantity counted, and the serial numbers. For serialized items, every serial number will be logged on its own line, and will include the Product Code for each one.
To export an event, select the event in the Count Inventory window, and click the Export button.
LightSpeed also allows you to export any results you produce in the Browser for Customers, Products, Suppliers, Quotes, Orders, SROs, Invoices, Jobs, Timesheets, Purchase Orders, and Supplier Invoices. By clicking the Export button at the bottom of the Browser, the columns that are currently displayed will be exported to a tab-separated text file.
