# Export orders: how the files come out > For the administrator: configure how order and catalog files come out, download an order as PDF, Excel or CSV and export through WhatsApp. Source: https://vendria.com/en/ajuda/exportar-pedidos ## Where to find it In your account menu, under **Catalog and exports**. The screen only shows up for administrators. ## ⚠️ The Catalog and exports screen configures, it doesn't download On the **Catalog and exports** screen you decide **how the files come out**: which columns, in what order, with what formatting. This is not where you download an order. To download an order or a quote, open the document and use the **Export** button, at the top of the page. That's where you find the **Default estimate** (on the quote), the shortcuts marked with ★, **Choose template…** and the direct downloads in **PDF**, **Excel** and **CSV**. ## How to download the file of an order or quote 1. Open the order or the quote. 2. Click **Export**, at the top of the page. 3. Choose one of the outputs in the menu: - **Default estimate**, the first item on the quote: the quote in the template in use (the **Sent estimate** row on the **Estimates and orders** tab) and in that template's format, the customer's document in PDF or the spreadsheet in Excel. On a confirmed order it doesn't show up; - a **shortcut** (the items with ★): downloads with the template and format you set on the **Catalog and exports** screen, in one click; - **Choose template…**: opens a window where you choose the **Template**, each one in its own format, see the preview of the first rows and click the button that names the format (**Download Excel**, **Download PDF**…); - under **Download file**, **PDF**, **Excel** or **CSV**: download with the default template for that format; - **Excel (spreadsheet name)**: shows up only in a store that has a customer order spreadsheet registered from before, and fills that spreadsheet with the items; - **By branch (ERP CSV, .zip)**: only shows up when the order has an allocation across branches, and delivers one file per branch inside a .zip. In the **Export with template...** window of an order there are also two optional switches: **Items left out (future demand)** and **Pre-sale items**, which add those tables as extra files. ## Exporting through WhatsApp, with Dri You can export through WhatsApp: after Dri builds the quote in the conversation, she offers the **Export** button; tapping it and choosing **Excel** or **PDF**, the file arrives in the conversation itself. It works the same in Dri's own chat and on Telegram. Asking in words (*"send it as a PDF"*) also brings the file. The file follows the rules of this screen. It comes out in the **default template** for that format, with the same columns, order and formatting as the download from the screen without choosing a template. Change the default Excel or PDF template here, and the file Dri sends changes too. On a quote credited to a rep agency that customized its own PDF or Excel, its template is used. - For **PDF**, Dri doesn't ask about the template: the file comes out directly. - For **Excel**, the file comes out directly in the default template. Only a store that still has a customer order spreadsheet registered from before hears the question *"Which format do you want to use?"*, with **Vendria default** (the default Excel template) and the name of each spreadsheet. - In a purchase with more than one store, Dri doesn't ask: each store's Excel comes out on its own, and a store with a single registered order spreadsheet comes out in that spreadsheet, not in the default. - **Custom templates** and the ★ shortcuts can't be chosen in the conversation. To use one of them, open the quote in Vendria and use the **Export** menu. Tapping **Export** in the conversation does more than download: it marks the quote as exported and closes the conversation, and when the person tapping is an administrator Dri also tries to confirm the order. Asking for the file in words delivers only the file. See [Exportar a cotação em Excel ou PDF pelo WhatsApp](/ajuda/exportar-cotacao-pelo-whatsapp). ## Downloading the order and the extra tables in a single .zip In the order's **Export with template...** window, the **Pack into ZIP** switch puts everything in a single file. It sits right below the **Items left out (future demand)** and **Pre-sale items** switches. Off, the order and the extra tables are downloaded as separate files. On, they arrive together, in a single .zip file. The switch can only be turned on when there is some extra table to pack and the download has no custom adjustments. The sentence below it gives the reason when it is locked: - **Unavailable without extra tables.**: turn on **Items left out (future demand)** or **Pre-sale items** first; - **Unavailable with custom adjustments.**: turn off **Adjustments for this export**; the .zip always comes out with the rules of the chosen template. It exists only for orders, not for the catalog list. ## The Catalog and exports screen has five tabs, and they handle different things The tabs, in order: **Taxes**, **Product page**, **Lists**, **Quotes and orders** and **Import**. The page opens on the **Taxes** tab. The **Taxes** tab decides whether the store shows taxes, and which ones, in a single decision that applies everywhere. Below it, collapsed, **Adjust by place** lets one place show things differently from the rest: **Estimates and orders**, **Product page and search** and **Lists**. The other tabs only have the line **Taxes: follow the Taxes tab**, which takes you there. See [Taxes and tax settings](/en/ajuda/impostos-e-configuracao-fiscal). The **Estimates and orders** tab handles the **document**: customer, terms, totals, tax, one row per purchased item. It's what you send to the customer and what feeds your ERP. The **Lists** tab handles the **product list**: code, description, attributes, price, stock. It's the file the seller shares on WhatsApp and what comes out of the **Export** button on the products screen. The **Product page** tab handles what the product page shows: the **Stock** block (whether the store tracks stock and whether out-of-stock products disappear from the catalog) and the **Attributes** block: one switch per product field, to show or hide the field on the product page (all on at first, and a new field from the ERP already shows up turned on). In a store that imports the catalog by spreadsheet, the block also shows which spreadsheet columns become product attributes. The **Import** tab, the last one, handles a store's catalog spreadsheet, with its own store selector: the column mapping, the extra attributes and the last import. It only shows up while some store receives its catalog by spreadsheet: with the ERP in every store, the catalog comes from the ERP and the tab doesn't show up. See [Import the catalog by spreadsheet](/en/ajuda/importar-catalogo-por-planilha). Confusing the **Estimates and orders** and **Lists** tabs is the most common mistake on this screen. Whoever is looking for "the file's columns" and changes the wrong tab changes the file they didn't want to change. ## What's on each tab of the Catalog and exports screen On the **Taxes** tab, the **Store taxes** decision (**Show taxes separately** or **Don't show separately**, and one switch per tax), the notice about rep agencies with their own tax and, collapsed, **Adjust by place**, with three blocks: - **Estimates and orders**: the taxes (**Taxes detected in the catalog**, each with its switch, which decides what the quote and the order show). - **Product page and search**: the switch for each tax on the product page and in search (on the screen and on WhatsApp), for the store you're in. - **Lists**: the store's **Lists** switch, which decides whether the rate comes out on the list. With no choice there, the list follows the product page taxes. Which taxes come out on each list is a column of its template. On the **Estimates and orders** tab, from top to bottom: - **Estimate and order templates**: the **Templates** list starts with the defaults, all checked: first the **Sent estimate** row (**Default output** badge), which is the template of the quote sent to the customer and of the order copy, and then the **Default template** for each format (**CSV and TXT**, **Excel** and **PDF**, **Default** badge). Last comes **Extras**, with the templates created by the team. See [Order and quote export templates: default, custom and shortcuts ★](/en/ajuda/modelos-de-exportacao-de-pedidos) and [Columns, unit, branch and formatting of an order export template](/en/ajuda/regras-do-modelo-de-exportacao-de-pedidos). - **Header**, collapsed: which customer details come out on the order screen and in the export files, and what comes out at the top of the sent quote and of the order copy. - **Totals**, collapsed: what comes out in the footer of the sent quote and of the order copy. Header and Totals write to the template of the **Sent estimate** row and save on their own. - **General settings**, collapsed: the **Learn commercial patterns** switch, which decides whether the store learns each customer's commercial terms. See [Customer details on documents and learning of commercial patterns](/en/ajuda/dados-do-cliente-nos-documentos). On the **Lists** tab, from top to bottom: - **List templates**: the **Templates** list starts with the defaults: the **Default list** with the **Default output** badge, **ABC curve**, **Product registry** and **Stock** with the **Default** badge, and then **Excel** and **PDF** with the **Base** badge (used for list types with no template of their own). Last come the created templates, under **Extras**: columns, layout and which templates the team sees. See [Catalog list export templates: columns, layout and visibility](/en/ajuda/modelos-de-exportacao-da-lista-do-catalogo). - **General settings**, collapsed: the **New arrivals window** card. The list's default order lives inside the **Excel** or **PDF** Default template, in the **Sort order** card. See [Default order and new-arrivals window of the WhatsApp list](/en/ajuda/ordem-padrao-e-janela-de-novidades). On the **Product page** tab: the **Stock** block, with **Company tracks stock** and **Hide out-of-stock products** (the switches that until 18/10/2026 were in **Commercial Rules**); and the **Attributes** block, with the extra attributes editor (the same one as in the **Column Mapping** card, on the **Import** tab), which reapplies the last import when you save. ## Default template or team-created template: which one to change The **Default template** for each format always exists, and it's what comes out when someone downloads directly from the menu, without choosing a template. Changing a default changes everyone's day-to-day download. Templates created by the team are optional variations: a layout only one customer asks for, a file for another system. Marking one with ★ makes it a shortcut in the order's **Export** menu. If the defaults are enough, you don't need to create any. ## What applies to whom Export templates belong to the **organization**: they apply to all its stores. The customer fields in the **Header** block and the **Learn commercial patterns** switch, on the other hand, belong to the **store** you're in. Template columns apply to files someone **downloads**. The PDF of the quote sent to the customer comes out in the template of the **Sent estimate** row, in the **Templates** list. The company can have several quote templates and chooses which one is used through that row's **Change**; with none in use, the system's default quote comes out. ## What doesn't come out in the file The fields an order template offers don't include cost or margin. And when it's the buyer who downloads the file of their own order, internal company information (such as the ERP order type and the invoice note) is left out. ## If your ERP rejects the file It's almost always the template, not the content: each ERP expects different columns, separators and encoding. Check the **default template** for that format, in particular **Delimiter (CSV/TXT)** and **Encoding (CSV/TXT)**, before looking elsewhere. If the file opens with strange characters, try Latin-1 encoding. ## Common questions **Can I export the order through WhatsApp?** Yes. After Dri builds the quote, tap **Export** and choose **Excel** or **PDF**: the file arrives in the conversation. The section *Exporting through WhatsApp, with Dri* explains what the tap does besides generating the file. **Does the file Dri sends come out the same as the one I download on the screen?** It comes out the same as the download without choosing a template: both use the default template for that format, configured on this screen. The exception is an Excel that comes out in a customer order spreadsheet registered in the store from before, chosen in the conversation or, in a purchase with more than one store, used on its own. **I changed the columns of the default template. Does the WhatsApp file change too?** Yes. The default template for each format applies to the day-to-day download on the screen and to the file Dri sends in the conversation. **Can the seller use a custom template through the conversation?** No. In the conversation they choose only the default **Excel** or **PDF** (and, in a store that still has a customer order spreadsheet registered from before, that spreadsheet). Custom templates are used through the quote's **Export** menu, in Vendria. **Where do I download the file of an order that already exists?** Open the order and use the **Export** button, at the top of the page. The **Catalog and exports** screen only configures how the files come out.