Detailed Export of Invoices in Excel

L'Detailed export of invoices to Excelis an advanced feature of the invoice management module, allowing users to generate an Excel file containing all invoice-related data saved in the system. This option is particularly useful for in-depth analysis, cross-department sharing, or use in external tools, providing a complete and structured view of financial and administrative information.

Functioning

• Access:Click on the icondetailed export(the second Excel icon in the toolbar.
• Process:
  1. Data Selection:By default, the detailed export includes all invoices visible in the table, with their complete information. If a filter is applied (for example, for a period or a customer), only the filtered invoices will be exported.
  2. Inclusion of Details:Unlike a standard export which can be limited to the visible columns (System number, Number, Date, Customer, Amount excluding tax, VAT, Amount including tax, Billing period, Status, User), the detailed export includes additional information, such as:
     • The detail lines of each invoice (from the "Details" section of the addition or modification form), including Description, Quantity, Vehicle, PU excluding VAT, and Amount excluding VAT per line.
     • Additional fields potentially not visible in the table, such as attached files (as names or links), attestation numbers, or other metadata.
  3. File Generation:The system compiles all this data into an Excel file (.xlsx), structured with columns corresponding to the table fields and additional sections for details.
  4. Download:The file is downloaded automatically to the user's computer, usually in the default downloads folder, with a predefined name (for example, "Factures_Detaillees_20250314.xlsx").

Result:The user gets an Excel file containing a comprehensive view of the invoices, including not only the general information (as in the table), but also the granular details of each invoice.

Structure of the Exported File

The generated Excel file can be structured as follows:

General Information:

• Contains the columns of the main table: System number, Number, Date, Customer, Amount excluding tax, VAT, Amount including tax, Billing period, Status, User.
• Each line corresponds to an invoice.

Invoice Details:

• Contains one line per detail item for each invoice, with columns such as: System number (to link to the invoice), Description, Quantity, Vehicle, PU excluding tax, Amount excluding tax.
• Allows in-depth analysis of invoiced items.

Advantages and Usefulness

• Full View:Provides a comprehensive export, including invoice line details, ideal for granular analysis.
• In-Depth Analysis:Allows you to use data in Excel for advanced calculations (sums, averages, pivot tables) or visualizations (graphs).
• Inter-Department Sharing:Facilitates sharing with other teams (accounting, management) by providing all the necessary information without direct access to the system.
• Audit and Compliance:Useful for audits, as invoice details (such as descriptions and quantities) are included, allowing complete verification.
• Flexibility:Compatible with filters, allowing only a subset of data to be exported (for example, all unpaid invoices from a customer).