Download the quote as PDF, Excel or CSV: the Export menu and the templates

Where to find it

In the menu, under Quotes, open the quote or the order. The Export button sits in the top bar of the page, next to Other actions. In a purchase with several orders, the purchase page has the Download all button, which downloads all the orders in a .zip file.

The Export menu only downloads files. It sends nothing to the customer or the ERP.

An order already in the ERP: one button per tab

When the quote has already become an order in the ERP, its page gets tabs: one per order and, last, Original quote. Then each tab has its own file button, and the top bar does not serve both:

The difference in name is on purpose: the same button generating different files depending on the tab was confusing. Export quote downloads the quote, what the customer asked for, with the company's templates; Download order copy (PDF) downloads the copy of that order as the ERP recorded it, and only appears after the order reading has arrived. See The order as it ended up in the ERP.

What is in the Export menu

From top to bottom:

1. Default estimate ("In the template and format in use"): downloads the estimate as it is now, in the estimate template the company uses and in that template's format. In PDF it is the same paper the customer would get if you sent it now; in Excel, the spreadsheet with the template's columns. It only appears on the quote: on a confirmed order the estimate no longer exists.
2. The ★ shortcuts: one per template your company's administrator marked as a shortcut. Each one shows the template name and the format below (for example, "Excel"). One click downloads the ready file.
3. Choose template…: opens the window where you choose any of the company's templates, each in its own format, and see a preview before downloading.
4. Download file: the simple formats: PDF, Excel, an Excel (…) for each of the company's spreadsheet setups, CSV and, when the order has an allocation among branches, By branch (ERP CSV, .zip), with one file per branch.

If No permission for the shortcut appears, your account cannot read the templates. Ask the company's administrator.

Download with a ★ shortcut

Click the shortcut and the file downloads with the document number in its name. There is no window and no preview.

If the template converts quantities into boxes and some item has no quantity per box registered, the shortcut cannot build the file: "Packaging factors are missing. Open "Choose template…" to adjust." appears and the full window opens on its own, right at the point of resolving it (section below).

Choose template: step by step

1. In Export, click Choose template…. The window is called Export quote (or Export order, after it is confirmed).
2. In Template, choose one of the company's templates. Each option shows, on the right, the format it comes out in: the format belongs to the template, and the window does not ask for another. The first options are the Default template for each format (Excel, PDF, CSV and Text (.txt)), with no template at all. Those marked with ★ are the shortcuts. On the quote the list also brings the company's estimate templates, including the copies in Extras: in PDF they download the paper the customer gets, in Excel the spreadsheet with the template's columns. On the order they do not appear.
3. Check the Preview, which shows the first rows as they will come out.
4. Click the button, which says the format: Download Excel, Download PDF, and so on. The file comes out with the document's name.

Changing a template's columns or format is a task for the company's administrator: the window does not adjust the template on the spot.

What can be set up, and who sets it up

The seller chooses among the templates that exist, but does not change the template. See Modelos de exportação de pedidos e cotações: padrão, customizados e atalhos ★ and Export the quote as Excel or PDF on WhatsApp.

The extra tables of a confirmed order

On an already confirmed order, downloading through the window also takes, in separate files, the extra tables the order has (the window warns: "Items left out and pre-sale items, if any, come in separate files next to the order."):

• Items left out (future demand): exports, as a second table, the items that were left off the order: for lack of stock, for not being in the catalog, or because someone saved them for later. The file uses the same name with the suffix "_nao_entraram".
• Pre-sale items: exports, in a separate table, the items sold as pre-sale, with the arrival date. Suffix "_pre_venda".
• Pack in ZIP: joins the order and the extra tables in a single .zip. Turned off, the files download separately. It is unavailable with no extra tables turned on or with custom adjustments.

When the packaging for box conversion is missing

If the template converts quantities into boxes and some item has no quantity per box, the window shows Packaging missing for box conversion, with the list of codes. You have two ways out:

• fill in Units per box and click Save packaging and preview: this saves the packaging in the product registry;
• click Export without boxes: the window switches to a company template that does not convert into boxes and redoes the preview.

An item with no product in the catalog appears as "Item without a product in the catalog" and does not get packaging.

Download the whole purchase: Download all

On the purchase page, Download all opens a menu with:

• the ★ shortcuts, each generating a .zip;
• Choose template… (.zip): the same window, called Export purchase. The preview shows the first order, and the download comes out with one file per order inside the .zip;
• Excel (.zip): "One spreadsheet per order";
• CSV (.zip): "For importing into the ERP".

If you do not reach all the orders of the purchase, the .zip comes out with only yours and the file name ends in "_parcial". When packaging is missing on one of the orders, the message says which order and which codes.

⚠️ When your company treats a purchase's orders as independent, the purchase page has no Download all: each order is downloaded on its own page.

Which PDF to send the customer

The PDF in Download file is generated on the spot, from the quote as it is now, and may include internal fields of your company. The Default estimate is the customer's paper, also drawn from the current quote: it is for checking before sending. To send the proposal to the customer, use Send estimate and the Version PDF (vN), which is the file that stays on record. See Send estimate: freeze and deliver the PDF to the customer.

When it goes wrong

• "You don't have permission to view export templates." The window cannot read the templates. Ask the company's administrator.
• "No rows to preview." The document has no rows the template exports.
• "No template without box conversion available." The company has no template without boxes; fill in the packaging or ask the administrator.
• The shortcut I used disappeared. The administrator removed the shortcut from the template. It is still in Choose template…, in the Template field, as long as the template exists. The estimate shortcut gave way to the Default estimate, the first item in the menu; on a confirmed order it does not appear.
• I want the file on WhatsApp. Ask Dri in the conversation. See Export the quote as Excel or PDF on WhatsApp.