ChannelEngine: scheduled order report [add-on]

About this article

This article explains how to set up and use the scheduled order report on ChannelEngine.

Table of contents

Introduction

Setup

• Connection
• Plugin-specific settings

Activation

Dashboard

Report content

FAQs

Introduction

Scheduled order report automatically exports your order data as a CSV file to the storage location of your choice. Define which criteria orders must meet to be included (e.g.: order status and order date).

Use the scheduled order report to:

• Build internal dashboards or reports on orders – useful for systems that do not support straightforward API integration (e.g.: Microsoft Power BI).
• Share order data with external partners, such as financial agencies, without affecting the order flow.
• Generate recurring reports (e.g.: monthly or yearly reports) without manual exports for financial or reconciliation purposes.

Setup

Scheduled order report is available as an optional add-on to your existing package. To activate it, either:

• Reach out to your customer success manager, or
• Click Request to configure (see Step 1), and a ChannelEngine representative will reach out to you.

Complete the following configuration steps:

1. From the sidebar menu, go to Plugins. Search for 'scheduled order report', and click Request to configure. A ChannelEngine representative will reach out to you.
2. Go to Setup. Enter a suitable name for the plugin.
   
3. (Optional) Upload a custom PNG image for the plugin. The default order export image will remain if you do not upload a new image.
4. Click Save and continue.

Connection

1. In Connection, configure these settings:
   • Export type - select where the report is exported.
     • Amazon S3 - enter AWS S3 access key, secret key, region, and bucket.
     • Azure Blob Storage - enter Azure account name, account key, and account container.
     • FTPS server - enter FTPS host, user name, password, port, and file path.
     • SFTP server - enter SFTP host, user name, password, port, and file path.
   • (Optional) File name - change the name of the report file.
2. The report is always generated as a CSV file; you cannot change the format.
3. Click Save and continue.

Plugin-specific settings

1. In Plugin-specific settings, configure:
   • Order statuses - select order statuses to include in the report, e.g.: Shipped to only include shipped orders. To learn the difference between order statuses, check out the article ChannelEngine: orders.
   • Created in the last - filter orders by creation date. E.g.: for a snapshot of recent orders, select Last 7 days; for a yearly report, select Last year.
2. Optionally, configure:
   • Channels - select channels to include in the report, based on where orders were placed. If you leave this blank, the report includes all channels by default.
   • Anonymize orders - to protect sensitive customer data, select Yes. Names, addresses, phone numbers, and email addresses are replaced with placeholder values. E.g.: Name - Mr. T. Tester.
   • Include order extra data - to include order and order line extra data fields in the report, select Yes. Each field is identified by a specific prefix:
     • OrderExtraData - the prefix for order extra data.
     • LineExtraData - the prefix for order line extra data.
3. Click Save and continue.

Activation

Go to the Activation tab and enable the Activate synchronization for order export setting. This triggers the export to your selected storage location. If it returns an error message, instead of a green toast message, the credentials are invalid. Double-check the settings on the Setup page and try again. If the problem persists, contact ChannelEngine's Support team.

Dashboard

After activation, ChannelEngine automatically schedules export tasks. Go to the Dashboard step to check the latest executed tasks and their next scheduled execution time.

Report content

Order reports include all order data stored on ChannelEngine. This data matches the information shown on the Order details page. 

Order reports contain, but are not limited to:

• Order identifiers (OrderId, OrderChannelOrderNo, OrderMerchantOrderNo)
• Product identifiers (LineMerchantProductNo, LineEan)
• Bundle identifier if product is a bundle part (BundleProductMerchantProductNo)
• Quantity of purchased products (LineQuantity)
• Amounts per order line and total amounts (LineLineTotalInclVat, LineLineTotalExclVat, TotalExclVat, etc.)
• VAT amounts per order line and toal amounts (LineUnitVat, LineLineVat, LineVatRate, etc.)
• Shipping costs (OrderShippingCostsInclVat, OrderShippingCostsExclVat, etc.)
• Marketplace fees (LineFeeFixed, LineFeeRate, etc.)
• Customer details and shipping information (BillingAddress, ShippingAddress, OrderPhone, etc.)
• Extra data fields linked to the order and order lines (as long as Include order extra data is set to Yes). These fields are prefixed with OrderExtraData or LineExtraData.

To learn more about what each field means, refer to the ChannelEngine's Swagger reference.

FAQs

How often does ChannelEngine export the order report?
ChannelEngine uses scheduled tasks to export order reports. The task runs once a day as long as the Activate synchronization for order export setting is enabled.

How is this feature different from the Export button in the Orders overview?
Scheduled order report sends files automatically to the selected storage location, while the Export orders button in the Orders overview creates a one-time export sent to your login email address. Both exports, however, are in CSV format and contain the same data if configured with the same filters.