Exports – IndiCater

Introduction

This guide shows how to request exports from Head Office, Finance. Exports can be run for one or more outlets.

Assumption

You have the permission set to access this

Where to find this

Exports are run from Head Office > Finance > Data Export (see 1 below)

or

Reporting > Reports > Exports (see 2 below)

Note - we are gradually working towards moving all clients to the export housed in the Reporting suite, hence two options being detailed.

Assumptions and points to remember when requesting exports:

As exports will only contain data from closed weeks, it is essential that the weeks being exported have been closed in each outlet. This is done in Company > Close Week, in each outlet. An exception to this are invoices received by EDI, those estimates are converted to an invoice automatically and are locked down instantly, and don't rely on the close week process.
You can run a Close Period report from Head Office > Company > Reports. Green means that a week is locked, red is open, blue is locked and has been approved by a head office user.
An export will include all data not already tagged as exported, i.e. all previously un-exported data, even if it is before your selected period. For example, an export for the first week in June 2025 will include any transactions made in May, April etc. that haven't previously been exported.
To ensure an export only includes data from a selected period, you will need to first run a verification export for that period. Once you are happy that the verification is correct, you can run a Live export.
IndiCater will work with you the first time you run a new export to ensure all previous data (such as test data) is locked and therefore not included in your export.
Only live exports lock the data. If a verification export has been run, the data is still available to be exported again.
Data is locked in the database once is has been exported as a live export and it cannot be exported again.
Once a live export has been run and the data exported, the client cannot unlock the data or re-open the week for that module. In this instance, the user will need to raise a Support Ticket detailing the requirement, for example, does the user wish to add a new transaction or amend an existing transaction as this will impact the task to be undertaken by IndiCater. This may incur a charge, therefore we strongly advise to check your criteria before exporting.
Exports are emailed to the user's email address, normally within an hour of being requested.
A transaction tagged as exported will not appear in any subsequent exports. If you therefore only choose to run verification exports you will continue to get the same transactions each time.

Step by Step Guide

1. From Head Office, click on Finance Data Export

Select criteria for the export

Area: Choose one area or All Areas from dropdown

Outlet: Choose one outlet or All Outlets from dropdown, If you have chosen a specific area, your list of outlets will show those outlets in that area.

Data Export: Select the export you require from dropdown. You may have 1 or multiple exports depending on what you have licensed from IndiCater.

Operating Year: Defaults to current year, change the year if you want to view different year.

Week / Month : Choose between Week or Month for the export data

Date Range: Select the week or Month depending on the criteria you have selected above.

Export Type: Choose Live or Verification. We recommend running a verification to review the data in the first instance. This will return all the relevant data but will let you continue to amend the data. Once you are happy the data is correct, run a live verification. This tags the data in the database as exported meaning it cannot be exported again.

Step 2. Click on the Submit Request button and the report will be sent to your email address.

2. From Head Office, click on Reporting > Reports

Click on Exports, then Exports

Outlet: Choose one outlet or All Outlets from dropdown.

Data Export: Select the export you require from dropdown. You may have 1 or multiple exports depending on what you have licensed from IndiCater.

Choose the export end date. This could be either a month end date or a week end date depending on how often you export.

The email of the person logged will show in the email box, the export will be emailed to that person. You can add another email in the CC box if someone else requires a copy of the export.

The export will default to the Verification type, which is generally run first. Slide the slider to Live when you want to run the Live version.

Introduction

This guide shows how to request exports from Head Office, Finance. Exports can be run for one or more outlets.

Assumption

You have the permission set to access this

Where to find this

Exports are run from Head Office > Finance > Data Export (see 1 below)

or

Reporting > Reports > Exports (see 2 below)

Note - we are gradually working towards moving all clients to the export housed in the Reporting suite, hence two options being detailed.

Assumptions and points to remember when requesting exports:

You can run a Close Period report from Head Office > Company > Reports. Green means that a week is locked, red is open, blue is locked and has been approved by a head office user.

An export will include all data not already tagged as exported, i.e. all previously un-exported data, even if it is before your selected period. For example, an export for the first week in June 2025 will include any transactions made in May, April etc. that haven't previously been exported.

To ensure an export only includes data from a selected period, you will need to first run a verification export for that period. Once you are happy that the verification is correct, you can run a Live export.

IndiCater will work with you the first time you run a new export to ensure all previous data (such as test data) is locked and therefore not included in your export.

Only live exports lock the data. If a verification export has been run, the data is still available to be exported again.

Data is locked in the database once is has been exported as a live export and it cannot be exported again.

Exports are emailed to the user's email address, normally within an hour of being requested.

A transaction tagged as exported will not appear in any subsequent exports. If you therefore only choose to run verification exports you will continue to get the same transactions each time.

Step by Step Guide

1.

From Head Office, click on Finance Data Export

Select criteria for the export

Area: Choose one area or All Areas from dropdown

Outlet: Choose one outlet or All Outlets from dropdown, If you have chosen a specific area, your list of outlets will show those outlets in that area.

Data Export: Select the export you require from dropdown. You may have 1 or multiple exports depending on what you have licensed from IndiCater.

Operating Year: Defaults to current year, change the year if you want to view different year.

Week / Month : Choose between Week or Month for the export data

Date Range: Select the week or Month depending on the criteria you have selected above.

Step 2. Click on the Submit Request button and the report will be sent to your email address.

2.

From Head Office, click on Reporting > Reports

Click on Exports, then Exports

Outlet: Choose one outlet or All Outlets from dropdown.

Data Export: Select the export you require from dropdown. You may have 1 or multiple exports depending on what you have licensed from IndiCater.

Choose the export end date. This could be either a month end date or a week end date depending on how often you export.

The email of the person logged will show in the email box, the export will be emailed to that person. You can add another email in the CC box if someone else requires a copy of the export.

The export will default to the Verification type, which is generally run first. Slide the slider to Live when you want to run the Live version.

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