The Custom Exports feature enables you to build your own report template for downloading order files from Edelweiss. If you use an ordering system for which we don’t offer a pre-formatted export, this could be your first step to downloading your accounts’ Edelweiss orders and importing them into your system, or perhaps you’d simply like to save and/or print your own customized version of an order.
The basic idea is that you pick a type of report – text, or Excel – and choose to ‘rollup’ or not. A Rollup report is a type of pivot report that would only be used for a multi-store account’s order, where you want one row per title in the report that shows each store’s order quantity, along with an order quantity total.
To get started, click on your Profile Icon at the top of the homepage and choose “Settings and Preferences.” Next, select Custom Exports. Type a name and description for your file template, and click the Save icon.
You’ll see your new format listed on the screen and can click the icon shown below to edit the format.
In the resulting window, you can customize your report by choosing settings and moving elements between the Show & Hide sections. Don’t forget to select the Save icon when finished.
ReportType: For a single store, or non-rolled up multi-store report, you must select either Text or Excel here. If you are creating a report to email to someone, print, or edit yourself, Excel is the best option.
Delimiter: If you selected Text as your report type, you will have the further option to set a delimiter. A delimiter is a character that will distinguish one field from the next, so that when it is imported into another program, it can separate the fields. The options are comma, pipe, and tab character.
Shared: If you check this box, other Edelweiss users at your store will have access to use (but not edit) your format. If other buyers at your store could find your new format useful, this is a way to save them from creating the same custom format separately. If you’re not sure, you can come back here and change this later.
Header: This box is checked by default. It means your file will have the field name as a header at the top of each column. For importing into other systems, it’s sometimes better to have no header, but for viewing or printing in Excel, it is usually helpful to see them.
Selecting fields: To select fields to export, you will need to drag and drop the names of the data elements you want to see from the Hide box to the Show box. By default, you will see that the Show box will include the EAN and a few other key data elements already. Drag other fields over to the Show box, and arrange them in the order you want them to appear in your exported file. Note: The drag and drop action on this screen is a bit touchy, so you may need to drop a column header towards the top of the contents in the Show box and then rearrange the headers once you’ve got them all there. The store’s order quantity is the field called ‘Units’, so make sure to include that.
Most of the column headers you have to choose from are self-explanatory, but there are a few that warrant a brief note!:
BIC is the title’s BIC (Book Industry Communication) subject code, as provided by the publisher
BIC Description is the title’s BIC (Book Industry Communication) subject description, as provided by the publisher
BISAC Category Code is the title’s BISAC (Book Industry Standards and Communications) subject code, as provided by the publisher
BISAC Category Code Description is the title’s BISAC (Book Industry Standards and Communications) subject description, as provided by the publisher
Catalog Sequence is the original numerical placement of the title in its Edelweiss catalog. If you include this in your export format, it gives you a way to re-sort the order later in Excel if you want to review the order in catalog sequence. Currently, orders will be exported in the sequence that corresponds to how the buyer entered the order, which may not be in catalog order. If the order contains items from several different catalogs, and you want to sort things in Excel into the original catalog orders within each catalog, include Catalog Name to use for sorting as well.
CLIL is the title’s CLIL (Content and Language Integrated Learning) code, as provided by the publisher
CLIL Description is the title’s CLIL (Content and Language Integrated Learning) description, as provided by the publisher
Format Code is the title’s format code, as provided by the publisher.
Format Description is the title’s format description, ie. Hardcover, Trade Paperback, Mass market, etc.
PO Number is the Purchase Order number assigned to the order. Note, on PO Numbers will only pull when you export using the Export Preview function on an order, and will not pull from a standard catalog export
Product Link will show the title’s Edelweiss URL
Publisher Code is the publisher or imprint code
Publisher Name is the publisher or imprint name as provided by the publisher
Vendor Code is the distributing publisher code
Store Category reflects the store’s own section/subject designation
Store ID reflects the store’s Edelweiss internal ID code, which is generally only meaningful for Analytics subscribing stores. You may want to include Store Name instead
Thema is the title’s Thema code, as provided by the publisher
Thema Description is the title’s Thema description, as provided by the publisher
Units on Order is the quantity you have on order. Note, On Order quantities will only pull when you export using the Export Preview function on an order, and will not pull from a standard catalog export
Note: Some title attributes, such as summary, marketing info, reviews/quotes, and images cannot be exported to an Excel or text file. To export these attributes, we recommend creating a PDF.
______________________________________________________
Once a custom export is created, it becomes an option in the drop-down list of formats from the Export Preview menu within an order. After selecting an export format, you can review the contents to see if the report contains what you need, and select Download to create your file.
You can create as many of these Custom Export templates as you need, and can always come back and modify or delete your formats later.
Additional Notes & Tips:
- Retailers – if you have not set your POS system default or set it to “None of the Above,” your last used custom export will be saved as your preferred export type.
- When viewing the list view of a group of titles, either a catalog/collection, a tag grouping, or search results, you can select the titles you want to download and choose Export from the Action menu at the top of the screen to download those titles and order quantities using a custom export.
- Comma-delimited files: Comma-separated files will have quotes around the text fields like title and author. This is standard practice so that normal commas within these fields are not mistaken for delimiters, but the quotes will be removed as you import into another program.
- Comma-delimited files will be exported with a default filename extension of “.CSV” for “comma-separated values,” which is a shortcut way for programs importing a file to know that it is comma-delimited. Excel tends to automatically open CSV files even though they are not technically Excel files. If you do open a CSV file with Excel, you will notice that the EAN will be truncated; because it looks like just a very long number, Excel converts it to scientific notation. To convert it back into a readable EAN, select the column, right-click, and choose ‘format cells.’ Next, select to format as a ‘number’ with 0 decimal places.
- “Rollup” Reports for Multi-Store Accounts: Rollup report types are specifically designed for organizations with multiple stores. Like a pivot report, each title appears as a single row with the individual and/or total (all stores) orders positioned in distinct columns horizontally.
- ReportType: For report type, select Rollup_Text or Rollup_Excel. If you pick the Text version of rollup, you may also select the ‘delimiter.’ If you are creating a report to email to someone, print, or edit yourself, Rollup_Excel is the best option.
