Advanced lists and export: choosing the right export format

Before even exporting an advanced list, you need to know what you are going to do with it. It is important to determine what you will use the list for so you can select the right criteria and then the right export format.

Do you want to:

• know the status of your inventories for some of your products?
• print labels?
• know the turnover for one or several products?
• make a simple list of the products that are available at your store for a specific category?

This format is useful if you need a simple list of products according to criteria you have defined at the previous step. This file can be modified as you wish. You will only need the Microsoft® Office Excel® or the Apache Open Office™ Calc software solution to open this type of file.

This type of file format is often used to print simple lists. The .pdf files cannot be edited, you can only read or print them. You will need the Adobe© Reader© to open these files.

Custom-sized labels bear the following information:

• the product's name
• the product's code
• the price including taxes
• the bar-code (if selected)

If your sheet of labels have a different format from the one that is presented, you can simply edit the fields according to your needs. The “Number of first label” field allows you to define where you want to start printing. This can be very useful if you have already printed on a sheet and want to use the remaining labels. You just need to count the number of used labels and add 1. Thanks to this, the first sheet of labels will start from this position.
The “Number of labels” field allows you to choose the number of labels you would like to print: do you need as many labels as you have products in your inventory or do you need another number? For instance, if you enter the figure 1, ExtraClub will create a sheet containing 1 label per product. This function can be useful if you stick the labels on the shelf where you store your products and not on the products themselves.
Lastly, the “With bar code” field, you can choose to show the bar code of each product on the labels.

This function will allow you to export a .xls file containing the inventory status of the products on a specific date.
This file will give you the list of products, the code for each product, the storage sites, their inventory statuses, their Weighted Average Cost Per Unit and the value of their inventory (excluding taxes).

You can also know precisely the turnover you have made thanks to the sale of specific products over a specific period of time.
You only need to check the “Turnover” box, then in the “Analysis between” field, enter the start date and the end date of the period you want to obtain information for.
Lastly, for the “Product managed in the inventory” field, you can choose between “All the products”, “yes” and “no”. The “All the products” criteria will allow you to get the turnover for the product you have selected on the first step, that is to say the turnover of the products that are managed in the inventory and the ones that are not. The “Yes” criteria selects only the products that are managed in the inventory and the “No” criteria only the products that are not managed in the inventory (such as the sale of subscriptions).
The file you will get informs you about the name of the product, its code, the quantity sold, the price excluding taxes, the price including taxes, the buying price (excluding taxes) and the margin (excluding taxes).

You can see this message when your selection criteria are too narrow and that o product matches your query. For instance, if you want to see the rackets having an inventory greater than 50 and that only have 10 items for each brand, ExtraClub will not be able to display any results.

When exporting a list, the following message can appear sometimes : “No data can be used”. This error can happen when you want to export an inventory status or the turnover and that you are in one of the following cases:

• the inventories are/were low for the given period of time
• no sale was made for that product on that period of time
• inventories are negative