The order data export function enables you to self-service filter the required orders in the system without technical assistance and generate an Excel file containing key data (such as order number, product, amount, date, etc.) with a single click, which you can download for offline analysis, settlement, or archiving locally.
Note: Reading this article will take approximately 8 minutes
This guide includes:
- Usage Scenario Description
- Detailed Explanation of Operation Steps
- FAQ
1. Usage Scenario Description:
Typical scenarios include but are not limited to:
1.1 Resource Scheduling and Dynamic Staffing: It is necessary to confirm the hotel occupancy or tour group resource utilization on specific future dates (such as next week) for verification or scheduling with resource providers.
1.2 Financial reconciliation and settlement: At the end of each month, it is necessary to settle payments with suppliers or distribution channels, or internal finance needs to reconcile revenues. Sales performance analysis and market insights: At the end of each month, it is necessary to settle payments with suppliers or distribution channels, or internal finance needs to reconcile revenues.
1.3 Sales Performance Analysis and Market Insights: Evaluate the performance of different product lines, destinations, or sales channels, and formulate strategies for the next quarter.
1.4 Customer Behavior Research and Precision Marketing: It aims to identify high-value customers or analyze the purchasing preferences of specific customer groups.
1.5 Compliance Audit and Data Backup: Transaction records need to be regularly backed up as required by regulations, or complete order history must be provided to address internal and external audits.
2.Detailed Explanation of Operating Procedures
2.1 Set Template
First, you need to save the requirements for high-frequency export as a template to facilitate direct use in the future and eliminate the need for repeated configuration steps.
2.1.1 Preset Template
To facilitate your quick start with this feature, the system has pre-set several sets of order export templates for you to use directly according to common scenarios. In System Settings -> Custom Export Templates, you can select the template used by internal employees or suppliers and then click "Select Preset Template".
Select the required template based on the description of the applicable scenarios of the preset template and copy it to the local for editing.
Then check whether the existing template fully meets your needs. If it does not fully meet your needs, you can continue to adjust the exported content based on the preset template.
2.1.2 Custom Template
If the preset template does not meet your needs, you can also directly customize the export template. In System Settings -> Custom Export Template, you can choose to create a template for internal employees or suppliers, and then click "+ Blank Template".
Set the properties of the template, including template name, export permission, and usage instructions.
Step 1: First, give the template a name to facilitate identifying the template during subsequent use. Multilingual naming is supported.
Step 2: Then specify the roles that can use this template, noting that only authorized roles can use this template to export order data.
Additionally, you can also provide detailed remarks on the purpose of this template in the table usage instructions to facilitate the selection of the correct template during subsequent exports.
Then set the fields that this template needs to export.
Step 1: First, you need to set up the aggregation method for the exported Excel table. Currently, there are three aggregation methods, namely: one row per specification; one row per order; one row per order (lite).
What is it | Applicable Scenarios | Scenario Example | |
Display by specification (SKU) | Export each specific product/service specification (SKU) in the order as a separate row of data. When an order contains multiple different specifications, it will be split into multiple rows. | When you need to analyzespecific resources(such as specific room types, cabin classes, ticket types, and additional services) for sales performance, inventory utilization, or conduct detailed accounting at the supplier/product level. | Count the number of bookings for each room type at a hotel on a specific date, calculate the ticket revenue for local and non-local tourists separately, and verify the settlement cost of each individual product. |
Display by package | Export the entire package as a single row of data. All product/service specification information included in the package will be aggregated within this row (usually listed through specific fields or by merging and calculating key values). | When you need to analyze or process packages as a whole , this is the most commonly used and comprehensive order view. | Conduct financial reconciliation at the order level (total amount, payment status), view overall sales trends (number of orders, total sales), evaluate customer ordering behavior (average order amount), enable customer service to quickly query the full picture of orders, and generate an order transaction list for archiving. |
Display by order | Export the entire order as a single row of data, but only include the most core summary information, omitting the details of specific products/services within the order. Usually only key fields such as order number, customer information, total amount, date, and status are retained. | When you only need to quickly understand the key overview information of an order, without the need for detailed item details, and are pursuing higher processing speed and smaller file size. | For example, senior management can view daily/weekly sales bulletins (total number of orders, total revenue), conduct preliminary batch checks on order status (such as exporting all "pending payment" order numbers), and perform macro statistics on the number of customer orders. |
When you need to export data only for additional items, you can select "Export additional items separately". At this time, other SKU data will be filtered out.
Step 2: Select fields. In this section, you can choose the fields to be exported for this template. We have divided all exportable fields into six major categories. You can select the target fields based on the categories. For example, in a template for financial settlement, you can click to view the fields under the financial settlement category and filter them. The selected fields will appear in the field list, where you can see the specific meaning of each field.
Of course, since there are a large number of fields, you can also quickly find them by directly searching for the field names.
Don't forget to save after all the above settings are completed.
Advanced Usage
Customize Field Order: If you need to export fields in a specific order, you can drag and change the order of the fields.
Custom Field Name: If you wish to customize the content of certain fields, simply rename the fields in this list, and this field will be exported with the custom name.
Export financial transaction details:
If your order has additional financial transactions, such as price difference supplements, payment supplements, or you need to verify all financial transaction details and totals of the order, you can check "Financial Transaction Details" when selecting fields. After checking, the transaction details of the order will be exported separately in another sheet.
In this sheet, you can view information such as the type of each financial transaction for each order, for example, "Supplier reimbursed me for price difference", "Agent refunded me", the specific amount, the time when the transaction occurred, etc.
By now, the work of setting up the template is basically completed. Finally, you can use an order as an example to preview the data exported according to this template and check whether it meets your expectations.
2.1.3 Example of Exporting Order Amounts Using 3 Aggregation Methods (Data in the example is for reference only)
Sightseeing Day Tours, Experience Day Tours, Scenic Spot Tickets, Performances and Events, Local Cuisine, Transportation Tickets
Display by specification （SKU）
Note: When the currency on the distribution side and the supply side is inconsistent with the currency set in your system, by default, the final income and final expenditure will be converted into the system currency according to the exchange rate for calculation. Assume that the currency in your system is CNY; exchange rate: 1 CNY = 5 THB
Display by package
Display by order
Airport pick-up and drop-off, single-use vehicle categories
Display by specification （SKU）
Display by package
Display by order
Chartered Vehicle Category
Display by specification （SKU）
Display by package
Display by order
Hotel Category
Display by specification （SKU）
Display by package
Display by order
View more examples of order data export under complex scenarios.
2.2 Set Filter Conditions
After setting up a good template for each scenario, the next step is to select the target orders based on the filtering criteria from the recent orders list, and then click "Custom Export".
2.3 Select Template
After filtering the target orders, select the template created in the first step, and then you can export the order data.
When selecting a template, there are also three advanced features here.
- The currency of the exported order amount can be specified.
If the currency used in transactions between you and your suppliers or agents is inconsistent, and settlement is inconvenient, you can convert the amounts into the specified currency based on the exchange rate between the original currency of all orders and the specified currency for settlement. Moreover, when specifying the currency, you are supported to choose to convert based on the exchange rate at the time the order was generated or the current exchange rate at the time of export.
Distinguish order status
When exporting orders in multiple states simultaneously, the order data for different states can be distinguished by color.
Send order data to specific agents at regular intervals
If you need to send order data to an agent regularly for settlement, you can filter out this agent when screening orders, then fill in the agent's email address, and then fill in the email subject and body. After setting it up, the system will send the order data to the agent's email at 24:00 on the same day.
2.4 Download Exported Data
After clicking "OK", the order data will be downloaded to your local folder. Of course, you can also view and download the exported order data in the order export records.
- FAQ