تصدير البيانات وإعداد التقارير

تعرف على كيفية تصدير بيانات الفاتورة وإنشاء التقارير باستخدام Invoices Reader

Introduction to Data Export

Invoices Reader offers robust export and reporting capabilities that allow you to:

• Export processed invoice data to various formats
• Generate standardized and custom reports
• Share invoice data with accounting systems
• Create summaries for analysis and record-keeping

Data export is a critical feature for integrating Invoices Reader with your accounting workflow. Whether you need to import data into your accounting software or create reports for management, the export features provide flexible options to meet your needs.

Available Export Formats

Excel

Microsoft Excel format (.xlsx)

• Formatted spreadsheets
• Multiple worksheets
• Formulas and calculations

CSV

Comma-Separated Values (.csv)

• Universal compatibility
• Simple text format
• Easy import to any system

PDF

Portable Document Format (.pdf)

• Professional reports
• Consistent formatting
• Print-ready documents

Choosing the Right Format

• Excel: Best for data analysis, creating pivot tables, or when you need to perform calculations
• CSV: Best for importing into accounting systems or databases
• PDF: Best for sharing reports with others or for printing

Excel Export

Exporting to Excel provides the most flexible format for data analysis:

1. Access the Export FeatureFrom the database view, select the invoices you want to export, then click the Export button.
2. Select Excel FormatChoose Microsoft Excel (.xlsx) as the export format.
3. Configure Export OptionsExcel Export OptionsInclude column headersFormat currency valuesCreate Excel tableInclude summary formulas
4. Select Fields to ExportChoose which invoice fields to include in the export.
5. Export the DataClick Export and choose where to save the Excel file.

Excel Export Features

The Excel export includes several advanced features:

• Multiple worksheets (summary and details)
• Automatic totals and subtotals
• Conditional formatting for highlighting important data
• Filterable Excel tables for easy data analysis

CSV Export

CSV export is ideal for importing invoice data into other systems:

1. Access the Export FeatureFrom the database view, select the invoices you want to export, then click the Export button.
2. Select CSV FormatChoose CSV (.csv) as the export format.
3. Configure CSV OptionsCSV Export OptionsDelimiter                                                 Comma (,)                                                 Semicolon (;)                                                 Tab                                             Text Qualifier                                                 Double Quote (“)                                                 Single Quote (‘)                                                 None                                             Include column headersUse UTF-8 encoding
4. Select Fields to ExportChoose which invoice fields to include in the export.
5. Export the DataClick Export and choose where to save the CSV file.

CSV Export Tips

• Check with your accounting system for the required CSV format (delimiter, encoding, etc.)
• For international characters, always use UTF-8 encoding
• Some systems require specific field names – you can rename fields during export

PDF Reports

PDF reports provide professionally formatted documents for sharing and printing:

1. Access the Reports FeatureFrom the database view, click the Reports button.
2. Select Report TypeInvoice SummarySummary of all selected invoicesVendor AnalysisSpending breakdown by vendorTax ReportVAT and tax summaryMonthly SummaryInvoices grouped by month
3. Configure Report OptionsSet date ranges, grouping options, and other parameters specific to the report type.
4. Customize AppearanceAdd your company logo, customize headers/footers, and select a color scheme.
5. Generate and SaveClick Generate Report to create the PDF, then save it to your desired location.

PDF Report Features

• Professional formatting with your company branding
• Charts and graphs for visual data representation
• Table of contents for longer reports
• Automatic pagination and headers/footers

Creating Custom Reports

For specialized reporting needs, you can create custom report templates:

1. Access Report DesignerFrom the Reports menu, select Custom Report Designer.
2. Start with a TemplateChoose a base template or start from scratch.
3. Design Report LayoutUse the drag-and-drop interface to add fields, tables, charts, and formatting elements.
4. Define Data SourcesSpecify which database fields to include and how to filter/group the data.
5. Save TemplateSave your custom report template for future use.
6. Generate ReportRun the report with your current data selection.

Custom Report Ideas

• Quarterly tax summary for accountants
• Vendor spending analysis with trend charts
• Department-specific expense reports
• Year-over-year comparison reports

Tips & Best Practices

Filter Before Exporting

Always apply appropriate filters before exporting to ensure you’re only including relevant data.

Save Export Templates

For recurring exports, save your export settings as templates to ensure consistency and save time.

Schedule Regular Reports

Set up scheduled exports for regular reporting needs, such as monthly summaries or tax reports.

Verify Exported Data

Always check a sample of exported data against the original invoices to ensure accuracy, especially for financial reporting.