Item Export

Item Export

Exporting items allows you to download item data to Excel or CSV format for backup, analysis, editing, or migration purposes. This guide explains how to export items from EquiBillBook.

Why Export Items?

• Backup: Create backups of your item data
• Analysis: Analyze items in Excel with advanced features
• Bulk Editing: Edit multiple items in Excel and re-import
• Reporting: Create custom reports and analyses
• Migration: Transfer data to another system

Accessing Export Feature

To export items:

1. Navigate to Items → Items List
2. Click "Export" or "Export Items" button
3. You may see export options

Export Options

When exporting, you can typically configure:

• File Format: Excel (.xlsx) or CSV (.csv)
• Columns to Include: Select which fields to export
• Filter Options: Export specific items (by category, brand, status, etc.)
• Date Range: If applicable, filter by creation or update date

Filtering Items for Export

Before exporting, you can filter items:

• By Category: Export items from specific categories
• By Brand: Export items of specific brands
• By Status: Export active, inactive, or all items
• By Stock: Export items with stock, out of stock, or all
• Custom Search: Search and filter items by name, code, or other criteria

Step-by-Step Export Process

1. Go to Items → Items List
2. (Optional) Apply filters to export specific items
3. Click "Export" button
4. Select export format (Excel or CSV)
5. (Optional) Choose columns to include
6. Click "Export" or "Download"
7. File will download to your computer

Exported Data Fields

The exported file typically includes:

• Item Name
• Item Code/SKU
• Category
• Subcategory
• Unit of Measurement
• Selling Price
• Purchase Price
• Tax Rate/Tax Group
• HSN/SAC Code
• Brand
• Manufacturer
• Description
• Current Stock
• Low Stock Alert Level
• Item Status (Active/Inactive)
• Creation Date
• Last Updated Date

Using Exported Data

After exporting, you can:

• Edit in Excel: Make bulk changes to item data
• Re-import: Import the edited file back into the system
• Create Reports: Use Excel features for custom analysis
• Share Data: Share item information with team members
• Backup: Keep as a backup copy of your items

Editing and Re-importing

To edit items in Excel and re-import:

1. Export items to Excel
2. Open the file in Excel
3. Make your changes (prices, descriptions, etc.)
4. Save the file
5. Use the Bulk Import feature to import the edited file
6. Choose "Update Existing" option during import

Export for Analysis

Use exported data for:

• Price analysis and comparisons
• Stock level analysis
• Category-wise item counts
• Brand-wise item distribution
• Profit margin calculations
• Custom reporting and dashboards

Best Practices

• Regular Exports: Export items periodically for backup
• Filter Before Export: Export only needed items to reduce file size
• Secure Storage: Store exported files securely, especially if they contain sensitive pricing data
• Version Control: Name files with dates for version tracking
• Verify Data: Check exported file to ensure all expected data is included

Troubleshooting

Export Button Not Working: Check browser pop-up blockers, ensure you have export permissions, and try a different browser.

Incomplete Export: Verify all items are selected, check if filters are limiting export, and try exporting in smaller batches.

File Format Issues: Choose correct format (Excel or CSV), ensure Excel compatibility if using older versions, and verify file opened correctly.

Related Topics

• Bulk Item Import
• Creating Items
• Item Management
• Inventory Reports