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Inventory Export

This guide explains how to export inventory data from AirShop as CSV files.

Overview

The inventory export feature allows administrators to export inventory items to CSV format for backup, analysis, or external processing. All export files are prefixed with airshop- for easy identification.

Accessing the Export Feature

  1. Navigate to Inventory → Items in the navigation menu
  2. The Export button is located in the toolbar (admin-only)
  3. Click the Export button to open the export modal

Export Options

You can choose from three export scopes:

Export All Items

  • Exports all inventory items in your organization
  • Useful for complete backups or full data exports
  • Filename format: airshop-inventory-export-YYYY-MM-DD.csv

Export Selected Items

  • Exports only the items you've selected in the grid
  • Select items by clicking checkboxes in the first column
  • Filename format: airshop-inventory-export-selected-YYYY-MM-DD.csv

Export Filtered Items

  • Exports items matching your current filters
  • Use the filter toolbar to narrow down items before exporting
  • Filename format: airshop-inventory-export-filtered-YYYY-MM-DD.csv

Export File Format

Filename Convention

All export files follow the naming pattern:

airshop-{entity}-export-{scope}-{date}.csv

Examples:

  • airshop-inventory-export-2025-01-07.csv (all items)
  • airshop-inventory-export-selected-2025-01-07.csv (selected items)
  • airshop-inventory-export-filtered-2025-01-07.csv (filtered items)

CSV Columns

The exported CSV includes the following columns:

  • Item Code - Product item code
  • Item Name - Product name
  • SKU - Stock Keeping Unit
  • Status - Current status (STOCKED, ORDER NOW, etc.)
  • Cost - Cost per unit (from metadata)
  • Price - Base selling price
  • Quantity - Current quantity on hand
  • Low Stock Threshold - Threshold for low stock alerts
  • Reorder Quantity - Suggested reorder quantity (shown as ORDER on Kanban cards)
  • Category - Product category
  • Unit - Unit of measurement
  • Location - Storage location
  • Lead Time (days) - Days to receive when ordered
  • Sources - Associated sources (semicolon-separated)
  • Procurement Methods - Procurement methods (semicolon-separated)
  • Description - Product description
  • Notes - Internal notes
  • Count in Inventory - Whether item counts in inventory (Yes/No)
  • Created At - Date item was created

CSV Format Details

  • Encoding: UTF-8
  • Delimiter: Comma
  • Text Qualifier: Double quotes (used when values contain commas, quotes, or newlines)
  • Date Format: US format (e.g., "Jan 7, 2025")

Permissions

  • Administrator Only: Only organization administrators can export inventory data
  • This restriction ensures data security and prevents unauthorized data exports

Use Cases

Backup & Recovery

Export all items regularly to maintain backups of your inventory data.

External Analysis

Export filtered or selected items for analysis in Excel, Google Sheets, or other tools.

Data Migration

Use exports as a starting point for migrating data to other systems.

Reporting

Export specific subsets of inventory for custom reporting or accounting purposes.

Stocktake Exports

Stocktake reports also use the airshop- prefix:

  • Format: airshop-stocktake-{name}-{date}.csv
  • Accessible from completed stocktake reports
  • Includes detailed count data, variances, and financial information

Technical Notes

  • Exports are generated server-side for security and performance
  • Large exports may take a few moments to generate
  • The export modal shows progress while the file is being prepared
  • Files download automatically when ready