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Merge pull request #4718 from cielf/user-docs-cont-vi
User docs cont vi: draft exports section of user guide
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‎docs/user_guide/bank/exports.md‎

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Not yet written
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DRAFT USER GUIDE
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# Exports
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[TODO: Screenshots throughout, if we need them]
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There are several exports available to allow you to use the information from the application in other apps.
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These all export files in .csv format, which is importable by all common spreadsheet programs.
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Many of these can be filtered down to the information you might need for a specific communication need.
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The exports available include (in alphabetical order):
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- adjustments
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- annual survey
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- barcode items
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- distributions
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- donations
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- donation sites
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- items
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- partners
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- product drives
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- product drive participants
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- purchases
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- requests
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- storage locations
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- transfers
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- vendors
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## Adjustments
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[TODO: The adjustments export needs to be better to be actually useful]
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### Navigating to export adjustments
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Click "Inventory", then "Inventory Adjustments" in the left-hand menu. Then click "Export Adjustments",
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### Contents of adjustment export
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Creation date, Organization, Storage Area, Comment, # of changes.
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### Notes:
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We have improving the adjustments export to include the changes made in each adjustment on our todo list. We'll also remove the organization as redundant information.
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Please reach out if this is a priority for you.
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## Annual Survey
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[TODO: Raise question -- shouldn't this be an export *across* years?]
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### Navigating to export annual survey
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Click "Reports", then "Annual Survey" in the left-hand menu. Then click the year of the report you want to export. Then click "Export Report."
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### Contents of annual report export
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For more information on these, please see the [Annual Survey Report](reports_annual_survey.md)
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- Disposable diapers distributed,
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- Cloth diapers distributed,
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- Average monthly disposable diapers distributed,
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- Total product drives,
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- Disposable diapers collected from drives,
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- Cloth diapers collected from drives,
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- Money raised from product drives,
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- Total product drives (virtual),
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- Money raised from product drives (virtual),
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- Disposable diapers collected from drives (virtual),
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- Cloth diapers collected from drives (virtual),
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- Disposable diapers donated,
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- % disposable diapers donated,
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- % cloth diapers donated,
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- Disposable diapers purchased,
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- % disposable diapers purchased,
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- % cloth diapers purchased,
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- Money spent purchasing diapers,
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- Purchased from,
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- Vendors diapers purchased through,
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- Total storage locations,
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- Total square footage,
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- Largest storage site type,
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- Adult incontinence supplies distributed,
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- Adult incontinence supplies per adult per month,
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- Adult incontinence supplies,
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- % adult incontinence supplies donated,
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- % adult incontinence bought,
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- Money spent purchasing adult incontinence supplies,
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- Period supplies distributed,
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- Period supplies per adult per month,
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- Period supplies,
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- % period supplies donated,
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- % period supplies bought,
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- Money spent purchasing period supplies,
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- Other products distributed,
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- % other products donated,
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- % other products bought,
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- Money spent on other products,
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- List of other products,
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- Number of Partner Agencies,
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- Agency Type
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- Zip Codes Served,
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- Average children served monthly,
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- Total children served,
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- Repackages diapers?,
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- Monthly diaper distributions?,
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- % difference in yearly donations,
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- % difference in total money donated,
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- % difference in disposable diaper donations
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## Barcode Items
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### Navigating to export barcode items
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Click "Inventory" then "Barcode Items" in the left-hand menu. Then click "Export Barcode Items."
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### Contents of barcode items export
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For each Barcode Item:
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- Item Type,
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- Quantity in the Box,
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- Barcode
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## Distributions
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### Navigating to export distributions
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Click "Distributions" in the left hand menu. Click the "Export Distributions" button.
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### Filtering the distributions export
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The distributions export shows the same distributions as are in the main distributions page, and the filtering works the same way.
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Before clicking the export button, you can filter by any of:
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- date range (we recommend you use the calendar-style selection rather than typing it in, as the format is a bit fussy.)
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- item
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- item category
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- partner
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- source inventory (i.e. storage location)
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- status (i.e. scheduled or complete)
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Specify the filtration you want, then click "filter".
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### Contents of distributions export
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For each of the distributions in the filtered list:
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- Partner,
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- Initial Allocation (when the distribution was entered),
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- Scheduled for,
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- Source Inventory,
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- Total Items,
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- Total Value,
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- Delivery Method,
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- Shipping Cost,
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- State,
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- Agency Representative,
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- Comments,
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- and the quantity in the distribution for each of your bank's items.
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Note: This includes inactive items as well as active ones.
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[TODO: confirm that that statement is accurate]
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## Donations
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### Navigating to export donations
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Click "Donations", then "All Donations" in the left hand menu, then click 'Export Donations'.
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### Filtering the donations export
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The donations export shows the same donations as are in the main donations page, and the filtering works the same way.
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You can filter by any of:
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- Storage Location
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- Source (i.e. Manufacturer, Product Drive, or Misc. Donation)
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- Product Drive
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- Product Drive Participant
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- Manufacturer
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- date range (we recommend you use the calendar-style selection rather than typing it in, as the format is a bit fussy.)
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When you have selected your filters, click "Filter", then "Export Donations"
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### Contents of the donations export
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For each of the donations in the filtered list:
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- Source
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- Date (this is the date you enter in the donation, rather than the date it was put into the system)
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- Details (this is the manufacturer name or the product drive)
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- Storage Location,
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- Quantity of Items (the total quantity of items)
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- Variety of Items (the number of different items)
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- In-Kind Value,
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- Comments,
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- and the quantity of each of your organization's items in the donations.
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## Donation Sites
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The donation sites export is not yet implemented. If this is a priority for you, please reach out.
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## Items
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### Navigating to export items
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Click "Inventory", then "Items & Inventory" in the left hand menu. Then click "Export Items"
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### Filtering the item export
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By default, the export will contain all active items.
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You can filter it differently by only including the items for a specific base item,
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or by also including inactive items.
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Select what you wish to filter by,than click "Filter".
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### Contents of the item export
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For each filtered item, the export includes:
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- Name,
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- Barcodes (each barcode associated with that item),
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- Base Item,
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- Quantity (across your entire bank)
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## Partners
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The partners export contains high level information about the partner. It does not contain the information in the partner profile.
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[TODO: Do we neeed a partner profile export?]
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### Navigating to export partners
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Click "Partner Agencies", then "All Partners" in the left-hand menu. Then click "Export Partner Agencies"
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### Filtering the partner export
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By default, the partner export shows all the active partners.
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You can export different groups of partners by clicking the partner filters which exist for the various statuses:
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- Uninvited
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- Invited
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- Awaiting review
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- Approved
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- Error
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- - (TODO: Check if error is a current thing, or perhaps a relic of the two db system?)
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- Recertification required
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- Decactivated
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- Active
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[TODO: add contents]
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### Partner Export contents
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For each partner in the filtered list:
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- Agency Name,
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- Agency Email,
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- Agency Address,
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- Agency City,
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- Agency State,
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- Agency Zip Code,
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- Agency Website,
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- Agency Type,
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- Contact Name,
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- Contact Phone,
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- Contact Email,
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- Notes
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## Product Drives
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### Navigating to export product drives
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Click 'Community', then 'All Product Drives' in the left hand menu, then click "Export Product Drives"
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### Filtering the product drives
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The product drives can be filtered by
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- name,
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- item category, and
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- date range.
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It is defaulted to all drives, this year. [TODO: This will need updating when we change the default timespan]
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To filter the export, make your selections, then click "Filter" before clicking "Export Product Drives".
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### Product Drive Export content
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For each filtered product drive, the export will contain:
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- Product Drive Name,
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- Start Date,
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- End Date,
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- Held Virtually?,
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- Quantity of Items,
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- Variety of Items,
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- In Kind Value, and
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- the quantity donated for each item in alphabetical order.
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-
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## Product Drive Participants
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### Navigating to export product drive participants
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Click 'Community', then 'Product Drive Participants' in the left hand menu, then click "Export Product Drive Participants"
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### Product Drive Participant Export content
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- Business Name,
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- Contact Name,
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- Phone,
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- Email,
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- Total Diapers
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- The title for this should be Total Items, as that is what is shown.
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- [TODO: initialize issue for this discrepency]
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## Purchases
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### Navigating to export purchases
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Click 'Purchases', then 'All Purchases' in the left hand menu. Then click "Export Purchases"
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### Filtering exported purchases
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You can filter the purchases by:
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- Storage location
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- Vendor
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- Purchase date
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The default is all storage locations and vendors, and the current year
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[TODO: update this when we change to 60 days prior, 30 days forward]
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Make your selection and click "Filter" before clicking "Export Purchases"
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### Content of Purchases Export
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For each purchase in the filtered list:
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- Purchases from (the vendor name) (TODO: Shouldn't this be Purchased from, or Vendor?)
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- Storage Location,
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- Purchased Date,
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- Quantity of Items,
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- Variety of Items,
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- Amount Spent (all currency amounts are in dollars),
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- Spent on Diapers,
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- Spent on Adult Incontinence,
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- Spent on Period Supplies,
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- Spent on Other,
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- Comment, and
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- the quantity of each item included in the purchase.
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## Requests
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### Navigating to export requests
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Click 'Requests' in the left-hand menu, then "Export Requests"
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### Filtering exported requests
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You can filter the exported requests by the following:
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- Item
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- Partner
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- Status (Pending, Started, Fulfilled, Discarded)
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- Date Range
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Make your selection, then click 'Filter' before clicking 'Export Requests'
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The default is all requests in the current year
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(TODO: update the default if we get to that before this is published)
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### Contents of requests export
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For each filtered request,
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- Date,
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- Requestor (i.e. partner)
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- Status, and
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- the quantity of each item requested.
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- Note: If you have packs enabled (upcoming feature), there will be a column for each unit that you have enabled for each item. Otherwise, one column per item.
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## Storage Locations
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### Navigating to export storage locations
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Click "Inventory", then "Storage Locations" in the left-hand menu. Then click "Export Storage Locations"
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### Filtering exported Storage Locations
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You can filter the exported list by Item. This will give all storage locations that have ever had that item, *not* those with current inventory.
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(Note: including inactive is currently broken)
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[TODO: Write up including inactive]
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[TODO: Check that by item filter works for export storage location]
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The default is all active storage locations.
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[TODO: IT looks like the export doesn't include the inactive when selected.]
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Make your selections, then click "Filter" before clicking "Export Storage Locations"
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### Contents of storage location exports
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For each storage location in the filtered list:
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- Name,
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- Address,
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- Square Footage,
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- Warehouse Type,
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- Total Inventory, and
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- Quantity for each of the organization's items.
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## Transfers
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### Navigating to export transfers
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Click "Inventory", then "Transfers" in the left-hand menu. Then click "Export Storage Locations"
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### Filtering exported transfers
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You can filter the transfers by:
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- From location
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- To location
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- date range.
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- Note that this is the date the transfer was entered in the system, which may or may not be when it happened.
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The default is all the transfers for the current year (Note: we are soon changing this to 60 days prior, 30 days forward from today).
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Make you selection and click 'Filter' before clicking "Export Transfers".
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### Contents of transfers exports
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For each selected transfer:
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- From,
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- To,
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- Comment,
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- Total Moved
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- (TODO: Really? This should have the total moved for each item. Make an issue to make it so.)
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## Vendors
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### Navigating to Export Vendors
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Click "Community", then "Vendors" in the left-hand menu. Then click "Export Vendors"
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### Contents of vendors export
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- Business name
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- Contact name
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- phone
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- email
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- address
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[Prior: Manufacturers](community_manufacturers.md) [Next: Summary reports](reports_summary_reports.md)
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‎docs/user_guide/bank/readme.md‎

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4. [Activity graph](reports_activity_graph.md)
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8. [User management](user_management.md)
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9. [Signing out, and other things you can access by clicking on your name](top_right_menu.md)
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[But I need to do something different!](asking_for_changes.md)
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10. [But I need to do something different!](asking_for_changes.md)

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