Order Export Configuration

Installation

• • Order Export Community (free version) can be installed via Magento Connect. Details can be found here

  • Order Export Premium uses our generic extension installation instructions, found here.

It is highly recommended to backup your server files and database before installing this module. No responsibility can be taken for any adverse effects it may cause. It is also recommended you install on a test server initially to carry out your own testing.

• • Within 'System->Configuration' you should have a tab called 'BlueJalappeno Order Export'

Basic Configuration

• 1. Refresh your cache

  2. Within 'System->Configuration' you should have a tab called BlueJalappeno Order Export'

  3. Set Enabled to Yes

  4. Select your preferred Export type (see below for more details and examples)

  5. Save the configuration

Export Formats

Standard Csv Format in Order Export Premium

Standard Csv format is available in both Order Export Community and Order Export Premium, however in premium you have the option of adding additional attributes to the export when using one line item per row.

• 1. Within 'System->Configuration' you should have a tab called BlueJalappeno Order Export'

  2. In configuration, choose the encoding you require, depending on which program you are using to view the CSV files

• 1.  Select the attributes you would like to include and save.

  2. Ensure you have set 'Export one row per line item' to 'Yes'

  3. From Sales > Orders, select the orders you would like to export

  4. From the 'Actions' dropdown, select 'Export Orders' and click 'Submit

• 1. Choose to either save or open the exported csv file from the dialogue

These attributes are added to the end of the standard export file. See the attached example which shows the standard export and includes a custom attribute called "warehouse". Any product attributes can be included in the export, even those you have created yourself.

Sage 50 Accounts Format

We've created this preformated file for direct import into Sage 50 Accounts. Only orders in a Complete or Cancelled (closed) state will be exported.  This format is available in both Order Export Community and Order Export Premium. To export the data:

• 1. Within 'System->Configuration' you should have a tab called BlueJalappeno Order Export'

  2. Specify the format in the configuration page as Sage and save

• 1. For Order Export Premium, scroll down to the Sage Export section

  2. Configure nominal codes you require to include in the export

To export in Sage 50 format: 

• 1. From the Sales>Orders page select the orders you would like to export

  2. From the 'Actions' dropdown, select 'Export Orders' and click 'Submit

  3. Choose to either save or open the exported csv file from the dialog

An example of the export is shown on the examples page 

Highrise Update

You can upload your customer details directly to your Highrise CRM account. This is a great feature and will save you lots of time. It is available in both the premium and community versions of Order Export

To use this feature:

• 1. Within 'System->Configuration' you should have a tab called BlueJalappeno Order Export'

  2. Select Highrise as the Output type

• 1. Under the Highrise heading, enter your Highrise URL. This is usually the URL you use to access your Highrise account and should begin with either http:// or https://

  2. Enter your API-Key Password, which can be found under MyInfo in your account on Highrise

  3. Specify whether you would like to use the Notes feature of highrise to record order details which includes items ordered, order number and date

  4. Specify whether you would like to use the Background feature to record the order details the first time the customer is entered into Highrise

  5. Save the configuration

  6. From the Sales>Orders page select the orders you would like to export

  7. From the 'Actions' dropdown, select 'Export Orders' and click 'Submit

If you log on to your Highrise account you will see:

• • For customers not previously in Highrise: an entry has been created for them, unique customers are based on their order email address.

  • If you have specified to do so, the notes and background have been updated with order information

VAT Exempt Format

We've created this preformated file to meet the requirements of EU companies that must report EU VAT exempt transactions. It is available in Premium Order Export only.

To export the data:

• 1. Within 'System->Configuration' you should have a tab called BlueJalappeno Order Export'

  2. Specify the format in the configuration page as VAT Exempt

• 1. Under the VAT/Tax Exempt Csv heading specify the Customer tax group that is VAT Exempt

  2. Save configuration

  3. From the Sales>Orders page select the orders you would like to export

  4. From the 'Actions' dropdown, select 'Export Orders' and click 'Submit

  5. Choose to either save or open the exported csv file from the dialog

From the orders selected, only transaction from a valid VAT exempt customer will be exported.

An example of the export is shown on the examples page

The export is compatible with our VAT Checker extension, which automatically classifies customers as tax exempt with a valid VAT registration number, see here for more information.

Enabling Automatic Export via Cron

You can use the cron feature in BlueJalappeno Premium Order Export to export all orders not previously exported.  The export is saved to your export directory (usually var/export by default). You can also FTP the file to any location automatically. Any of our export formats is supported. To configure this feature:

• 1. Under System > Configuration > BlueJalappeno Order Export > BlueJalappeno Order Export Premium - Automatic export - set Enabled to yes

  2. Set the Cron Frequency and Start Time (this time is based on the server time)

  3. Set 'Exclude orders already exported' to required value. We recommend for testing you leave this to 'No'.

  4. If using FTP, enter the FTP server, username and password

  5. If using FTP, enter the path to the location on the FTP server where the file will be exported to. Please ensure there are no leading or trailing "/" and the location is writable

  6. Ask your server administrator to enable cron on your server, if it is not already running. Further information below**

Orders will be exported in the format you have selected under "output type" in the standard Blue Jalappeno Order Export configuration.

If 'Exclude orders already exported' is set to 'Yes', Only those orders not previously exported will be included. (For clarity, only orders in the Sales > Orders grid page with a value of 'No' in the exported column will be included).  We recommend for testing you have this configuration set to "No".

The interval you have selected in step 2, will determine which orders are included in the export. For example, Daily will include all orders in last 24 hours, hourly includes those in the last hour etc. 

**A master cron script located at the top level of Magento installation e.g. Your/base/magento/install/cron.sh will need to be run to schedule the cron tasks. You can edit your crontab to run this script at regular intervals (e.g. every 10 mins). Please ask your system or server administrator if you are having trouble.

Testing Your Cron Setup

To test that your configuration of FTP is correct, and your server and firewall allow this traffic, you can use the following steps.

• 1. If you have installed Order Export Premium for the first time, and have not yet exported any orders, we recommend you first perform a manual export of most of your orders (use Export Orders menu option on the Sales > Orders screen). Leave at least 4 or 5 to be exported via automatic export. As the cron script will export all orders not previously exported, you may crash your server if you have thousands of orders to export at once.

  2. Under System > Configuration > Blue Jalappeno Order Export, set Debug = "Yes"

  3. Ensure the FTP or email settings under Automatic Export section are valid and correct. We recommend you set 'Exclude orders already exported' = No.

  4. Return to Sales > Orders screen and you will see a new menu option 'Export Orders via CRON'

  5. Select any order and choose 'Export Orders via CRON' and click 'Submit'

  6. The screen will refresh. You will not see a downloaded export file. If you check under var/export of your installation you will see an exported file. This file should have been transported via FTP. If not, please check the log files for any errors

To test the cron script is executing the export:

• 1. Next you should check that the master cron script on your server is scheduling the export job. You can view the scheduled tasks and their status in your database, in the table 'cron_schedule'. If you do not see any entries here for 'orderexport' - your master cron script is not working as expected. Please check with your server or system administrator.

  2. Under System > Configuration > Blue Jalappeno Order Export > Automatic Export, set the interval to 'Every 5 minutes'

  3. Immediately place a test order in your system as an export every 5 minutes will only include those orders placed in last 5 minutes.

  4. Enable logging using the WebShopApps Logger (System > Configuration > WebshopApps Logger) and review your logs for any errors.

More Help

If you need further assistance with Order Export Premium or Community, your first stop should be our troubleshooting page. You can also contact Blue Jalappeno directly.