The Advanced list / export menu allows you to export lists of products following criteria you can define. Lists are used to group useful information on your products. This function can meet various types of needs you may have such as printing labels to stick on your products, knowing the status of your inventories, making statistic surveys, comparing sales over a given period of time…
Exporting lists will be even easier if your products' database is clean and ordered. Moreover, if you carefully check the payments you receive and if you close your drawer out regularly, the data you will obtain will be correct and accurate and you will be able to analyze it. This is a good way to optimize your management and your turnover thanks to a good analysis or a good use of the data you have exported.
There's a real interest in saving custom lists. Indeed, you usually need to export the same information on different dates to compare them. If you save a custom list, you will not need to re-enter these criteria again.
If there are dates among the criteria you have selected, don't forget to update them before exporting your custom list.
These filters allow you to define how you want to organize your results. You can choose to sort this list in alphabetical order for categories, then for products.
To sort items in alphabetical order, select “ascending” order in the options.
It is possible to add up to 3 display filters. You can sort items by Structure, Category, Product code, Product and Inventory.
Then you need to select the Product Information that will be useful for your search and list export. In checking the box located on the left of the title of the criteria, you select the criteria so it is used in the search. The right part of the table allows you to narrow the criteria, that is to refine your search results. For instance, if you want to obtain the list of all the products appearing in the “Bar” category, you need to click on that category.
Pay attention to sub-categories. If your categories contain sub-categories, you need to select all the sub-categories by holding the “CTRL” key. If you don't, you will not get any results.
If you want to make a new search, don't forget to click on “Clear” to make sure you are using new criteria.
Let's imagine you need to print labels you will stick on the products you sell at the shop. To do this, you need to select the right criteria so that the items of information you need appear on the label. For instance, you want to print labels containing the name of the product, the product code (or barcode, if available) and its price. This means that you need to check the following criteria :
Name
Product code
Default price (Tax Included)
In our example, we only need labels for rackets by Dunlop. So, the “Category” criteria also needs to be checked. Also select the “Dunlop” sub-category inside the “Racket” category.
Then, you need to click on “Confirm” to validate your search. ExtraClub will display a new screen showing the list of products matching your criteria.
At this point, several action can be made. First, before printing the labels, we recommend you save the list so you can use it again later. Click on “Save”, then enter a name in the “List name” field and confirm. You will be redirected to the main page of the advanced lists. Your list is stored in the “My lists” section : click on “Select your custom list”
and choose your list. When you click on it, you will be redirected to the screen where you can choose the export format. Click on “Export”.
Check the “Custom label size” box. If your label sheet has a specific size, enter these parameters in the corresponding fields.
The “Number of first label” field allows you to choose where you want to start printing on the sheet. This can be useful if you have already printed labels and that the sheet is not finished. Thanks to this, you don't waste labels.
In the “Number of labels” field, you can choose between “Current inventory” (that is to say, if there are 10 items of a product in the inventory, the same label will be printed 10 times) and “Fixed” (that is to say you can choose to print a specific number of labels for your products : if you enter “5”, ExtraClub will print 5 labels for each product).
Finally, you can print the bar code on the label if you click on the corresponding field.
Once all this information has been provided, you can click on “Confirm” to get your labels.
You will only need to click on “Download” to open the sheets. To open this file, you will need the Adobe® Reader® software solution. If you don't have it already, you can download it by clicking on the link you will find on ExtraClub.
To print, use the printing function provided by Adobe® Reader®. If you don't know how to proceed, please read the help you will find with this software solution.
Let us use the same list we have created in the previous example, that is to say the list of Dunlop rackets.
To get the inventory status, you only need to click on the “Export” button.
Check the “Inventory status” field and enter the date for which you want to get the status of the inventory then click on “Confirm”.
You simply need to click on “Download” to get the .xls file that you can open with Microsoft® Office Excel®.
Once you have sold products, you can analyze you turnover very easily thanks to the export of advanced lists.
Let's keep the same example. We would like to know the turnover that we made on January 15th, 2013 for the sales of Dunlop rackets.
When exporting, you only need to check the “Turnover” box then to enter the dates of the chosen period of time in the “Analysis between / (and)”. Then, you need to choose if you want to see the products managed in the inventory (yes) or the one that are not (no), or if you want to display both types of products (all products).
You only need to click on “Download” to get the .xls file that you can open with Microsoft® Office Excel®.
Our help page dedicated to the various export formats will give you more information on this matter.
This operation consists of evaluating the status of the inventory based on the information stored in the software solution and the actual status of the inventory. Generally, this operation is carried out during the annual closing or during a stocktaking.
To do so, you only need to export the inventory status on a given date (as it is explained in this example) then to compare it to the actual inventory. If there are discrepancies, the best solution would be to search for the causes of this variation (defective or damaged units that were taken out of the inventory, input errors, products that were not entered into the system…) and update inventories on ExtraClub to correct these discrepancies. When you are done, you can simply print out a new inventory status to get a document containing the actual status of the inventory on a specific date to give it to the accountant.
In order to be up-to-date in your orders and not be short of supply, it is important to set up you alert thresholds very carefully when it comes to the products managed in the inventory. Our advice is to check regularly which products have low inventories so you can order new items quickly. To do so, you only need to export a list of products selecting the “Low inventory alert” criteria.
You can also optimize your management in ordering several types of products to your supplier at the same, even if you have not reached the threshold yet. Indeed, if some products have reached the low inventory alert and if others are low but have not reached the limit yet, it may be better to make a bigger order including all these products to lower the charges for delivery or even to get a discount from your supplier.
Once you have received all your orders, don't forget to enter the new incoming inventories into the system so that your inventories are up-to-date.
Thanks to ExtraClub, you can make an analysis of the margin you make when selling products very easily. Our software can also help you know which products are the best sellers and those which are the worst. To carry these operations out, you only need to choose the “Analyze turnover between - and -”.
When a product is not often sold, you can notice it very easily. For instance, for juices, if on a 6-month period of time you sell 300 orange juices and 5 strawberry juices, maybe you can stop selling strawberry juice.
If you also enter you selling prices, you will be able to see the impact of a change in the price you have to pay to your supplier on your margin. As a result, you will have all the information you need to decide if you have to increase your selling prices.
You will also be able to assess the income generated by increasing the price of one of your products. For instance, if you are selling 300 cups of coffee a month, increasing your selling price of €0.10 will allow you to increase your margin by €30 a month.
