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Exports

Learn how to export data tables, including product, supplier, and order details, into CSV or XLSX files from Optiply by selecting filters and columns on the relevant page.

Ricardo Guerreiro avatar
Written by Ricardo Guerreiro
Updated this week

📁 Exporting Your Data to CSV or XLSX

You can export nearly all data tables from Optiply to a standard spreadsheet file (.csv or .xlsx). Exporting allows you to analyse and report on your inventory, purchasing, and supplier data outside of the Optiply application.

Data Available for Export

Optiply allows you to export filtered data directly from the following key pages:

  • Products Page: Export full product details (including sales history, stock levels, and forecasts).

  • Supplier Page: Export supplier details and configurations (including lead times and costs).

  • Deliveries Page: Export lists of open purchase orders and delivery statuses.

Step 1: Prepare Your Data

Before exporting, always customise the view to capture exactly the data you need:

  1. Navigate to the Source Page: Go to the page that contains the table you wish to export (e.g., the Products page).

  2. Apply Filters: Apply any filters (e.g., 'Phased out = No' or 'Stock level < 5') to narrow down the rows you want to include.

  3. Select Columns: Use the Column View selector to choose and arrange the specific data fields you want in your file.

    Note: The exported file will strictly reflect the rows and columns you have visible on your screen.

Step 2: Generate the Export File

Once the table is configured, follow the prompt to generate the file:

  1. Click Export: Click the Export as button, which is located in the top right corner of the page.

  2. Configure Preferences: In the Export dialogue box that appears, select your preferred file format (.csv or .xlsx).

  3. Name the File (Optional): You can enter a specific name for your file, or leave it blank to use the default name.

  4. Confirm Export: Click the final Export button.

Step 3: Retrieve the Exported File

The file retrieval method depends on the size of the export:

  • Instant Download: If the file is generated quickly, it will automatically download to your computer's default downloads folder.

  • Optiply Exports Folder: For larger files, the export will be saved to your Optiply Exports folder:

    • Navigate to Settings, Data management, Import / Export.

    • The generated file will appear here when it is ready.

Note: The Exports folder only displays the last 100 exports for historical reference.

❓ Frequently Asked Questions (FAQs)

Can I export every column visible on the Products page?

Yes, you have full control. Ensure all the desired columns are selected in the Column View menu before clicking the 'Export as' button.

I generated a file, but it didn't download. Where is it?

If the file does not download automatically, it means the file is large and is being processed in the background. Navigate to the Exports folder (Settings $\rightarrow$ Data management $\rightarrow$ Import / Export) to find it once processing is complete.

What is the difference between CSV and XLSX files?

CSV (Comma Separated Values) is a plain-text file widely compatible with nearly all spreadsheet and database programs. XLSX is a proprietary Microsoft Excel format that retains formatting and specific Excel features. CSV is generally recommended for bulk data analysis.

If I export data, is that data real-time?

The exported data is a snapshot of the moment the export button was clicked. Any changes to stock or orders that occur after you click 'Export as' will not be included in that specific file.

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