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

> Download the quote or the order as PDF, Excel or CSV from the Export menu, with the company's shortcuts and templates, preview and the purchase's Download all.

Source: https://vendria.com/en/ajuda/baixar-a-cotacao-pdf-excel-e-modelos

## 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:

| Where you are | The button |
|---|---|
| Quote with no order in the ERP | **Export**, at the top, as always |
| Tab of an ERP **order** | **Download order copy (PDF)**, in the order header actions, next to **Copy link**. The top **Export** does not appear |
| **Original quote** tab | **Export quote**, at the top: the same menu, with the name saying which tab the file is from |
| Quote with tabs that still stays on the quote (incomplete send, or the address points to a line) | **Export quote**, at the top |
| Buyer | **Export**, at the top (the buyer has no tabs) |

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](/en/ajuda/o-pedido-no-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

| What | Who | Where |
|---|---|---|
| The order and quote file templates: columns, titles, layout | the company's administrator | **Catalog and exports**, in the **Estimates and orders** tab |
| The template of the estimate sent to the customer (on the quote it also appears in the window's **Template** field) | the company's administrator | in the same place, on the **Sent estimate** row of the **Templates** list |
| The ★ shortcuts that appear in the **Export** menu | the company's administrator | in the same place, marking the template as a shortcut |
| The format and the template, through the conversation | whoever is exporting, asking Dri | *"send it as PDF"*, *"which templates do I have?"* |

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 ★](/ajuda/modelos-de-exportacao-de-pedidos) and [Export the quote as Excel or PDF on WhatsApp](/en/ajuda/exportar-cotacao-pelo-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](/en/ajuda/enviar-para-conferencia-pela-tela).

## 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](/en/ajuda/exportar-cotacao-pelo-whatsapp).