Introduction
Most lists and reports in the app can be downloaded, so you can work on the figures in a spreadsheet, keep them, or send them to someone. There are two kinds of download:
- Export (on some screens it is called Export selected to Excel): downloads the list as you have filtered it, as an Excel file. It sits in the row of buttons just above the list, at the right, usually next to Reset filters.
- CSV Export: a separate, ready-made file for your bookkeeper or the tax office. You choose a period first, and the app builds the file for you. Only two screens have it.
You would be here because:
- Your manager wants last month's revenue per location in a spreadsheet for a meeting.
- You want a list of all bookings picking up at one branch next week, to share with that branch.
- Your bookkeeper asks for every invoice line of the quarter.
- You are adding up maintenance costs, which the screen does not total for you.
- You just want to keep a copy of what a report showed today.
Words these screens use
| The screen says | What it means |
|---|---|
| Export, Export selected to Excel | Download the list as an Excel file (.xlsx) |
| CSV Export | Download a prepared file as comma-separated values (CSV), a plain text format that Excel and accounting software can read |
| Reset filters | Clear every filter on the list, so it shows everything again |
| Export progress | The small window that shows how far a large download has got |
Every way to get data out
| Route | What you get | Covered here |
|---|---|---|
| Export or Export selected to Excel above a list | Every row the list's filters let through, with the columns you have showing, as an Excel file | Yes |
| CSV Export on the invoice list (Financials → Invoices) | Issued invoices in a date range, one row per invoice line | Briefly; details in Delete a draft invoice or export invoices to a spreadsheet |
| CSV Export on the Tax authorities screen (Dashboards → Tax authorities) | The long-hire list for the tax office, for up to 120 days | Briefly; details in Send the tax office a list of who had your vehicles on long hire |
Use Export whenever you want what a list shows. Use a CSV Export only when your bookkeeper or the tax office asks for that specific file.
How to use
Configuration
Exporting has no settings of its own. Nothing needs to be switched on.
Before you start: you can export any list you can open. The booking, quote, customer and vehicle lists are open to ordinary staff accounts. The Dashboards screen, the report screens behind it, the invoice list, Payments and Outstanding balances are open only to a company administrator account, and so is CSV Export. If you need one of those files, ask a colleague with a company administrator account, or see Add an employee and set their permissions.
Using the export
Open the list you want to export. These screens have an Export or Export selected to Excel button:
| Where | Screen |
|---|---|
| Bookings → Overview | The booking list, and its Search by options and Search by driver(s) versions |
| Bookings → Quotes, Bookings → Subscription | The quotes list (both tabs) and the subscription list |
| Operational | The pickup and drop-off lists on your daily overview |
| Customers, then the Customers tile | The customer list |
| Assets, then the Assets tile | The vehicle list |
| Financials, then Invoices, Payments or Outstanding balances | The invoice, payment and outstanding-balance lists |
| Dashboards, then almost any tile | The revenue, utilisation, maintenance-cost, damage, inspection, promotion-code and tax reports |
Then:
- Filter the list down to what you want. Type or pick in the filter boxes under the column headings, and sort by clicking a heading. On a report screen that asks for dates, fill them in and press its button first, so the table has figures in it.
- Choose the columns. Open the column chooser at the far right of the heading row and tick the columns you want in the file. Many lists have useful columns that start hidden, such as Created at on the booking list. Only the columns you can see go into the file.
- Click Export (or Export selected to Excel), just above the list on the right.
- Wait for the download. For a long list, a small Export progress window shows how far it has got. Its Cancel data export button stops the download; no file is made.
- Open the file. It lands in your browser's downloads folder as an Excel workbook, with the column headings in the first row.
When the file is ready, the list on screen goes back to how it was.
To request a CSV file:
- Open the screen: Financials, then the Invoices tile, or Dashboards, then the Tax authorities tile.
- Click CSV Export. On the invoice list, a small window headed Export asks for From and To. On the tax screen you fill in the period and branch on the screen itself before clicking.
The file downloads straight away. There is no waiting list and no email.
What each CSV file contains, and the rules for its dates, are on the pages linked in the table above.
Key details
Every row, not only the ticked ones. Export and Export selected to Excel both download every row the filters let through, across all pages of the list. Ticking rows in the checkbox column does not change what is exported, despite the button's name. To export fewer rows, filter the list.
What decides the file's contents:
| Setting on screen | Effect on the file |
|---|---|
| Filters under the column headings | Only matching rows are exported |
| Sort order | Rows appear in the same order |
| Columns hidden with the column chooser | Left out of the file |
| Page of the list you are looking at | No effect; all pages are exported |
| Ticked rows | No effect |
A column that shows a button or an icon rather than a value, such as an open or delete icon, is not exported.
A worked example. You want next week's pickups at your Utrecht branch. On Bookings → Overview, you filter Pickup to Utrecht and Pickup date time to 6 to 12 October. The list says there are 47 bookings, spread over several pages. You tick two of them to look at later, then click Export. The file has 48 rows: the heading row and all 47 bookings, including the ones on the later pages, not just the two you ticked. Had you also switched on Created at in the column chooser, that column would be in the file too. The Total price column arrives as numbers, so selecting it in Excel adds the 47 bookings up straight away, for example to €18,430.50.
The file name is technical. The file is named after the list inside the app, for example BookingOverviewGrid.xlsx for the booking list, and the worksheet has the same name. Rename it after downloading. Two names are swapped: the file from Insurance revenue is called RentVisieMileagePackageOptionRevenue, and the file from Mileage package revenue is called RentVisieInsuranceOptionRevenue. The contents are right; only the names are crossed.
Numbers stay numbers. Amounts and dates arrive in Excel as values you can add up and sort, not as text. Totals are not added for you; use Excel's own sum.
What to do next: open the file in Excel, add the totals or charts you need, and send it on. For the meaning of the figures in a report, see the page for that report: revenue reports, add-ons and promotions sold, fleet and damage reports or handover reports.
Q&A
Why does my file have far more rows than I ticked? Export ignores ticked rows. It downloads every row the filters allow. Filter the list to the rows you want, then export again.
Why does the file contain only the heading row, or nothing downloads? The list was empty when you clicked. On a report screen that asks for dates, fill them in and press the button that works the figures out first; the table stays empty until you do. Then click Export again.
Why is a column I can see in the app missing from the file? It is a column of buttons or icons, which is not exported. If a column you want is not on the screen at all, switch it on in the column chooser at the far right of the heading row.
Why does the file contain columns I do not need? Every visible column is exported. Hide the ones you do not want with the column chooser before you click Export. Your choice of columns is kept for you, so you only do it once.
Why is the export taking a long time? The app fetches the list in portions of 200 rows. A list of several thousand bookings takes a while. Filter to a shorter period, or wait for the Export progress window to finish. Cancel data export stops it.
Why is there no Export button on the screen I am using? Not every list has one. The table under Using the export shows the screens that do. Your account may also not be able to open the report at all; see Before you start.
Why do I get "Period should be max. 120 days" on the tax screen? The tax file covers at most 120 days at a time. Make two exports for a longer period. See Send the tax office a list of who had your vehicles on long hire.
Why do amounts in a CSV file look wrong in Excel? The CSV files use semicolons between columns and a full stop as the decimal sign. Open the file through Excel's Data, then From Text/CSV, and set the decimal sign to a full stop. The Excel file from Export does not have this problem.
Related pages:
- Delete a draft invoice or export invoices to a spreadsheet — the invoice CSV Export in full.
- Send the tax office a list of who had your vehicles on long hire — the tax CSV Export in full.
- Revenue reports — what the revenue figures you export mean.
- Check how much your fleet is being used — the utilisation reports.