Export the filtered catalog as Excel or PDF

Where to find it

In the menu, under Catalog, on the Export button at the top of the screen, next to the store selector. The button's menu opens with the sentence Exports the slice shown on screen.

The button exists for those who sell and for the administrator. The buyer doesn't see it.

What the exported file carries

The file carries the same slice the catalog list is showing:

• the text typed in the search;
• the filters turned on (price range, stock, brand and other attributes, collection, image, status, new arrivals);
• the order chosen in Sort by;
• the store chosen in the selector, or all the stores you serve, when none is chosen.

It carries all the pages of the slice, not just the one on screen. If the list says 120 products, the file comes out with the 120.

When the file gathers products from more than one store, it gets the column with the name of each product's store.

Step by step to export the catalog

1. In Catalog, search and filter until the list shows exactly what you want to send.
2. Click Export.
3. Choose the output:

• a list type (Standard list, ABC curve, Stock…): it comes out in the template and format in use for that type, shown next to the name;
• one of the template shortcuts, when there are any (see the section below);
• Choose template…: to pick any list template and see a preview first.

1. The file downloads to your computer or phone. From there you forward it to the customer.

If reading the list types fails, the menu goes back to showing the loose outputs Excel (.xlsx) and PDF, each in the default template for that format.

The template shortcuts in the Export menu

Below the list types, the menu may show shortcuts with the name of a template and the format next to it (Excel or PDF). They are the list templates the company (or your rep agency) made visible to the team: one click and the file comes out in that template and that format.

The 🖼 icon next to the format means that template comes out with the product photos.

Don't see the template you wanted among the shortcuts? Use Choose template…: there all the list templates show, not just the marked ones. The one who decides which become shortcuts is your company's administrator.

Choose the template and see the preview before exporting

Choose template… opens the Export list with template window:

1. In List type, choose the list (Standard list, ABC curve, Product registry or Stock).
2. In Template, choose the template. Each option shows, on the right, the format it comes out in: Excel or PDF. The first ones belong to the chosen type: the Template in use, the Default template for each format or the System default. Then come the templates by name. Those who work in a rep agency see the From your rep agency group first and then From the organization.
3. Click Preview to see the beginning of the file, already with the products of your slice: the PDF shows as a page, the spreadsheet shows as a grid.
4. Click Export PDF or Export Excel: the button says which file will come out.

The template decides the columns, the order, the labels, the formatting, whether the file carries photos and also the format. You choose the template; the rest is up to it. Need the same template in another format? Duplicate the template and change the copy's Format, or ask Dri. See List file templates: whose layout is it.

⚠️ The exported file's price is the table price

The menu's footer warns: The file carries the table price — the line may have a discount applied. The file exported on screen doesn't apply any customer's discount, even if the catalog you are looking at shows another number.

If the file is going to a customer and needs to carry their price, ask Dri for the list with the customer chosen in the conversation. See Generate a product list on WhatsApp.

Export on screen or ask Dri for the list: which to use

Both produce a product file in Excel or PDF, following the same list templates. What changes:

• Price: the Export button comes out with the table price; Dri's list comes out with the price of the customer active in the conversation, and accepts a discount stated in the sentence.
• How the slice is built: on screen, you filter with the controls and see the result first; with Dri, you describe the slice in a sentence, including cuts the screen doesn't have, like the ABC curve or the balance of a specific warehouse.
• Extra columns: in the conversation you can ask for an extra column just for that file; on screen, the file follows the template as it is.
• History: the list asked of Dri is recorded in Sent lists, with the customer, the filters and the button to download it again. The file from the Export button doesn't go into that history: it stays only where you saved it.
• Where it arrives: the screen one downloads to the device; Dri's arrives in the WhatsApp conversation, ready to forward.

For Dri's path and the history, see Build product lists.

A file with photos takes longer

When the chosen template carries photos, the screen warns before starting, for example, The PDF comes out with the photos — generating it may take a bit longer. The button shows Exporting... and stays locked while the file is built. Wait for the download to finish before exporting another slice.

The warnings that show after exporting

• Export complete: the file came out with the whole slice.
• Exported the first items of N — narrow the filter to take the rest.: the slice went over the maximum size of a file. The file has only the first part; filter more (one brand, one price range, one store) and export again.
• the search "…" was ignored: there was only one character in the search field, which doesn't amount to a search. The file came out with the filters, without the text.
• a warning about what the file had to change to fit on the page: turning the sheet, shrinking the font or leaving the photo out, for example. It says what changed; check the file before forwarding it.

When it goes wrong

The Export button doesn't show. It doesn't exist for the buyer, and it also doesn't show for someone with no linked store.

"Search is unavailable right now — the file would come out empty…" The catalog search didn't answer. Vendria prefers not to generate an empty file that would look like "there are no products". Try again in a moment.

"No reachable store in this scope." The chosen slice doesn't include any store you serve. Change the store in the selector at the top of the screen.

The file came out without photos. The template decides the photo, not the format. In Choose template…, choose a template that carries photos: the photo warning in the window confirms before exporting.

The file brought more products than I expected. Check the filter tags above the list and the chosen store: the file reproduces exactly what the screen is showing at that moment.

The price in the file is different from what the customer pays. That's expected: the screen file carries the table price. Use Dri's list with the customer chosen.