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Weekly CSV Export Documentation

Menu Location: Reports > Order Data Exports > Weekly CSV Export

Access Level: Manager and above

Last Updated: 2026-03-01

Overview

The Weekly CSV Export tool allows you to download comprehensive order and customer data for any week in CSV format. This is ideal for importing into spreadsheets, accounting software, or third-party analytics tools.

Primary Functions:

  • Export all orders for a specific week
  • Download customer data for the selected week
  • Export product sales data by week
  • Generate weekly financial summaries
  • Bulk data extraction for external analysis

Page Layout

Header Section

  • Page Title: "Weekly CSV Export"
  • Week Selection: Date picker to choose the week
  • Export Options: Buttons for different export types

Main Content Area

Displays available export options with descriptions:

  • Customer Export
  • Order Export
  • Product Sales Export
  • Financial Summary Export
  • Custom Export (select specific fields)

Export History Section

Shows recent exports with download links (expires after 7 days)

Export Options

Customer Export

Downloads all customers who had orders during the selected week.

Data Included:

  • Customer ID and name
  • Email and phone number
  • Shipping address
  • Subscription status
  • Account balance
  • Payment method
  • Order count for the week
  • Total spent for the week

Best For:

  • Customer service follow-up lists
  • Marketing campaign targeting
  • Account review processes

Order Export

Downloads complete order details for all orders in the selected week.

Data Included:

  • Order ID and status
  • Customer information
  • Delivery date and route
  • Order items with quantities
  • Pricing and discounts
  • Payment status
  • Shipping tracking numbers
  • Driver notes

Best For:

  • Fulfillment reconciliation
  • Financial reporting
  • Order accuracy auditing
  • Route planning review

Product Sales Export

Downloads aggregated product sales data for the week.

Data Included:

  • Product name and SKU
  • Total quantity sold
  • Total revenue
  • Average price
  • Number of unique customers
  • Inventory impact

Best For:

  • Inventory planning
  • Purchasing decisions
  • Product performance analysis
  • Vendor reporting

Financial Summary Export

Downloads revenue, payments, and balance changes for the week.

Data Included:

  • Daily revenue totals
  • Payment collections
  • Refunds and credits issued
  • Net revenue
  • Outstanding balances
  • Payment method breakdown

Best For:

  • Bookkeeping
  • Financial reconciliation
  • Cash flow analysis
  • Accounting software import

Custom Export

Select specific fields to include in your export.

Customization Options:

  • Choose data categories (customers, orders, products)
  • Select individual fields
  • Apply filters (status, route, product type)
  • Set sort order
  • Include/exclude archived data

Best For:

  • Specialized reporting needs
  • Third-party system integration
  • Data analysis projects

Using the Weekly CSV Export

Selecting a Week

Steps:

  1. Click the date picker field
  2. Navigate to the desired week
  3. Select any day within that week
  4. System automatically identifies the full week (Monday-Sunday or your custom week start day)

Tips:

  • Week boundaries respect your account settings
  • Holiday weeks are indicated with an icon
  • Current week is highlighted

Generating an Export

Steps:

  1. Select the desired week using the date picker
  2. Click the export type button (e.g., "Customer Export")
  3. Wait for processing (progress bar shows status)
  4. Download begins automatically when complete
  5. Export also saved to Export History

Processing Time:

  • Small weeks (under 500 orders): 5-15 seconds
  • Medium weeks (500-2000 orders): 15-45 seconds
  • Large weeks (2000+ orders): 45-120 seconds

Downloading Previous Exports

Steps:

  1. Scroll to Export History section
  2. Find the desired export by date and type
  3. Click "Download" link
  4. File downloads to your computer

Note: Export files are deleted after 7 days for storage management

Common Use Cases

Use Case 1: Weekly Bookkeeping

Goal: Export financial data for weekly accounting

Steps:

  1. Select the completed week (usually Monday of current week)
  2. Click "Financial Summary Export"
  3. Wait for export to generate
  4. Download CSV file
  5. Import into QuickBooks/Xero/accounting software
  6. Reconcile against bank deposits

Example: For the week of Feb 17-23, 2026, export shows:

  • Total revenue: $45,230
  • Payments collected: $43,100
  • Credits issued: $850
  • Net revenue: $42,250

Use Case 2: Customer Follow-Up Campaign

Goal: Email customers who ordered last week

Steps:

  1. Select last week's dates
  2. Click "Customer Export"
  3. Download CSV with customer emails
  4. Import into email marketing platform
  5. Send thank you email with feedback survey
  6. Upload responses to customer notes

Tips:

  • Filter for first-time customers for special welcome campaign
  • Exclude unsubscribed customers before importing

Use Case 3: Inventory Reconciliation

Goal: Verify product usage matches expectations

Steps:

  1. Select the week to audit
  2. Click "Product Sales Export"
  3. Download CSV showing quantities sold
  4. Compare against inventory system counts
  5. Identify discrepancies
  6. Investigate missing or excess inventory

Example: Export shows 45 lbs of chicken sold, but inventory shows 50 lbs removed. Investigate 5 lb difference.

Use Case 4: Route Performance Analysis

Goal: Analyze delivery efficiency by route

Steps:

  1. Select the week to analyze
  2. Click "Order Export"
  3. Download full order data
  4. Open in Excel/Google Sheets
  5. Create pivot table by route
  6. Calculate orders per route, revenue per route, stops per hour

Metrics to Track:

  • Average orders per route
  • Revenue per delivery route
  • Geographic coverage
  • Driver efficiency

Use Case 5: Monthly Board Reporting

Goal: Compile 4 weeks of data for monthly board meeting

Steps:

  1. Export each of the 4 weeks in the month
  2. Download "Financial Summary Export" for each week
  3. Combine CSVs in spreadsheet
  4. Calculate monthly totals and trends
  5. Create charts for board presentation
  6. Highlight week-over-week growth or declines

CSV File Format

Standard CSV Structure

  • Encoding: UTF-8
  • Delimiter: Comma (,)
  • Quote Character: Double quote (")
  • Line Ending: LF (\n) or CRLF (\r\n)
  • First Row: Column headers

Opening CSV Files

In Excel:

  1. Open Excel
  2. File > Open
  3. Select CSV file
  4. Excel auto-detects format
  5. If currency/dates look wrong, use "Text Import Wizard"

In Google Sheets:

  1. Go to Google Sheets
  2. File > Import
  3. Upload CSV file
  4. Select "Comma" as separator
  5. Choose "Auto-detect" for encoding

Common Issues:

  • Currency showing as text: Format column as currency
  • Dates not recognized: Ensure column formatted as date
  • Special characters garbled: Verify UTF-8 encoding

Export Data & Columns

Customer Export Columns

Column Description Example
Customer ID Unique customer identifier 12345
First Name Customer's first name John
Last Name Customer's last name Smith
Email Email address [email protected]
Phone Phone number (555) 123-4567
Shipping Address Full shipping address 123 Main St, City, ST 12345
Status Account status Active
Orders This Week Number of orders in selected week 1
Spent This Week Total spent in selected week $75.50
Account Balance Current account balance $25.00
Lifetime Value Total spent all-time $2,340.00

Order Export Columns

Column Description Example
Order ID Unique order number ORD-98765
Customer Name Customer full name John Smith
Delivery Date Scheduled delivery 2026-02-20
Route Delivery route name Route 5
Stop Number Position on route 12
Order Total Total order value $75.50
Payment Status Paid/Unpaid/Partial Paid
Order Status Open/Closed/Cancelled Closed
Items List of products ordered Chicken 2lb, Carrots 1lb
Tracking Number Shipping tracking 1Z999AA10123456784

Product Sales Export Columns

Column Description Example
Product Name Name of product Organic Chicken Breast
SKU Product SKU CHK-001
Category Product category Meat
Quantity Sold Total units/weight sold 145 lbs
Revenue Total sales for this product $1,450.00
Avg Price Average selling price $10.00/lb
Unique Customers Number of different customers 67
Inventory Impact Effect on stock levels -145 lbs

Filters & Options

Date Range Options

  • Single Week: Export one specific week
  • Date Range (in Custom Export): Export multiple weeks
  • Comparison Mode: Export two weeks side-by-side for comparison

Status Filters

Available in Custom Export:

  • Order Status: Open, Closed, Cancelled, All
  • Customer Status: Active, Cancelled, All
  • Payment Status: Paid, Unpaid, Partial, All

Route Filters

  • Specific Route: Export only one route's data
  • Multiple Routes: Select several routes
  • All Routes: Include all route data

Troubleshooting

Export Fails to Generate

Symptoms:

  • Spinning loader never completes
  • Error message appears
  • Export button does nothing

Solutions:

  1. Try selecting a different week (may be server issue with that specific week)
  2. Try a smaller export (Custom Export with fewer fields)
  3. Clear browser cache and retry
  4. Check that the week has data (no orders = no export)
  5. Contact support if error persists

Common Causes:

  • Week with extremely high order volume
  • Server timeout on large datasets
  • Temporary server issue

CSV File Won't Open

Symptoms:

  • File download corrupted
  • Excel shows errors when opening
  • Garbled characters in data

Solutions:

  1. Re-download the export
  2. Try opening in different program (Excel vs Google Sheets)
  3. Use "Text Import Wizard" in Excel for manual import
  4. Verify file extension is .csv (not .xlsx or .txt)
  5. Check that download completed fully (file size should be reasonable)

Common Causes:

  • Download interrupted
  • Browser encoding issue
  • Excel version incompatibility

Missing Data in Export

Symptoms:

  • Export shows fewer records than expected
  • Known customers/orders not appearing
  • Revenue totals don't match dashboard

Check:

  1. Verify correct week selected
  2. Check filters (may have accidentally filtered out data)
  3. Confirm order status filter includes desired statuses
  4. Verify route filter includes all routes
  5. Check that orders weren't cancelled after week ended

Common Causes:

  • Wrong week selected
  • Filters accidentally applied
  • Orders moved to different week

Symptoms:

  • "File not found" error when clicking download
  • 404 error on export URL

Solution: Export files are automatically deleted after 7 days. Regenerate the export:

  1. Select the same week again
  2. Click the same export type
  3. Wait for new export to generate
  4. Download immediately

Prevention:

  • Download exports within 7 days of generation
  • Save important exports to your computer or cloud storage
  • Schedule regular export downloads
  • Monthly Spreadsheet Export (monthly-export.php) - Export full month of data in Excel format
  • Monthly Transaction Export (monthly-transaction-export.php) - Monthly financial transaction details
  • Customer Export (dashboard?customer_export=1) - Full customer database export
  • Product Image Archives (product-image-archives.php) - Download product images for week

Typical Workflow:

  1. Generate weekly exports every Monday for previous week
  2. Import into accounting software for bookkeeping
  3. Save CSV files to organized folder structure (Year/Month/Week)
  4. Use monthly export for comprehensive monthly analysis

Permissions & Access

Required Access Level: Manager or higher

Access Level Capabilities:

  • Customer Service: Cannot access (view only access to individual orders)
  • Manager: Can generate and download all export types
  • Administrator: All Manager capabilities + can access export history for all users
  • Kiva Admin: All features + can see system export logs and debugging info

Best Practices

Regular Export Schedule

  1. Weekly Routine: Export last week's data every Monday morning
  2. Consistent Naming: Save files as "YYYY-MM-DD_ExportType.csv" (e.g., "2026-02-17_Orders.csv")
  3. Organized Storage: Create folder structure: Year > Month > Week
  4. Backup Important Exports: Keep financial exports for 7+ years per accounting requirements

Data Accuracy

  1. Verify Week Selection: Always double-check the date range before exporting
  2. Check Totals: Compare export totals against dashboard for sanity check
  3. Review Filters: Clear all filters unless specifically needed
  4. Spot Check Data: Open export and verify first few rows look correct

Performance Optimization

  1. Off-Peak Exports: Generate large exports during slower business hours
  2. Smaller Date Ranges: For very busy weeks, consider splitting into daily exports
  3. Selective Fields: Use Custom Export to include only needed fields
  4. Download Promptly: Download exports within a few hours to free server resources

Security & Privacy

  1. Secure Storage: Store customer data exports in encrypted/password-protected location
  2. Delete When Done: Remove export files from Downloads folder after importing
  3. Limited Sharing: Never email customer exports; use secure file transfer if needed
  4. Access Control: Only generate exports you have business need to access

Integration Tips

QuickBooks Integration

  1. Export "Financial Summary" for the week
  2. In QuickBooks: File > Utilities > Import > Excel Files
  3. Map CSV columns to QuickBooks fields
  4. Review import summary before finalizing

Excel Analysis

  1. Open CSV in Excel
  2. Convert to Table (Ctrl+T)
  3. Use Pivot Tables for analysis (Insert > Pivot Table)
  4. Create charts from pivot data
  5. Save as .xlsx workbook (preserves formatting)

Email Marketing Platforms

  1. Export "Customer Export" for desired week
  2. Clean data: remove unsubscribed, verify emails
  3. Import into Mailchimp/ActiveCampaign/etc.
  4. Create segment or tag based on export criteria
  5. Send targeted campaign

Accounting Software

  1. Check if your software supports CSV import
  2. Map export columns to accounting fields
  3. Import revenue as income
  4. Import refunds as expenses
  5. Reconcile imported data with bank statements

Quick Reference Card

Task Action/Location
Export last week's orders Select last week > Click "Order Export"
Get customer email list Select week > Click "Customer Export" > Download
Weekly bookkeeping data Select week > Click "Financial Summary Export"
Product inventory check Select week > Click "Product Sales Export"
Download previous export Scroll to Export History > Click "Download"
Custom report with specific fields Click "Custom Export" > Select fields > Generate
Compare two weeks Use Custom Export > Enable "Comparison Mode"
Monthly board report Export all 4 weeks > Combine in spreadsheet

FAQs

How far back can I export data?

You can export data from any week since your account was created. Very old weeks (3+ years) may take longer to process due to archive storage.

Can I schedule automatic weekly exports?

Not currently built-in, but you can set a calendar reminder to manually export each week. Contact support about automation options.

What's the difference between Weekly CSV Export and Monthly Export?

Weekly CSV Export downloads one week at a time in CSV format (compatible with all spreadsheet software). Monthly Export downloads a full month in Excel format (.xlsx) with pre-formatted sheets and charts.

Why do revenue totals sometimes differ from the dashboard?

Timing differences: The dashboard shows real-time data, while exports show data as of export generation. If orders are added/changed after export, totals may differ.

Can I export data for specific routes only?

Yes, use the Custom Export option and apply route filters to include only desired routes.

How long are export files stored?

Export files are automatically deleted after 7 days to manage server storage. Download and save exports you need to keep.

Can I export customer notes or order notes?

Yes, in Custom Export, check the "Include Notes" option to add customer notes and order notes columns.

What if I need data that's not in the standard exports?

Use the Custom Export option to select specific fields, or contact support to request a new export type be added.

Why are some orders missing from my export?

Check your filters - common reasons: wrong week selected, order status filter excluding completed orders, route filter excluding some routes, or orders were cancelled/deleted.

Can I export images or files?

No, exports contain text data only. Use the Product Image Archives tool to download product images for a specific week.

Change Log

2026-03-01

  • Initial documentation created
  • Documented all export types
  • Added use cases and troubleshooting
  • Created quick reference card

End of Documentation

For additional help, contact your system administrator or Kiva Logic support.