diff --git a/docs/user_guide/bank/exports.md b/docs/user_guide/bank/exports.md index 7c00a56292..33a870947f 100644 --- a/docs/user_guide/bank/exports.md +++ b/docs/user_guide/bank/exports.md @@ -1 +1,360 @@ -Not yet written \ No newline at end of file +DRAFT USER GUIDE +# Exports +[TODO: Screenshots throughout, if we need them] + +There are several exports available to allow you to use the information from the application in other apps. +These all export files in .csv format, which is importable by all common spreadsheet programs. +Many of these can be filtered down to the information you might need for a specific communication need. + +The exports available include (in alphabetical order): +- adjustments +- annual survey +- barcode items +- distributions +- donations +- donation sites +- items +- partners +- product drives +- product drive participants +- purchases +- requests +- storage locations +- transfers +- vendors + +## Adjustments +[TODO: The adjustments export needs to be better to be actually useful] +### Navigating to export adjustments +Click "Inventory", then "Inventory Adjustments" in the left-hand menu. Then click "Export Adjustments", + +### Contents of adjustment export +Creation date, Organization, Storage Area, Comment, # of changes. + +### Notes: +We have improving the adjustments export to include the changes made in each adjustment on our todo list. We'll also remove the organization as redundant information. + +Please reach out if this is a priority for you. + + +## Annual Survey +[TODO: Raise question -- shouldn't this be an export *across* years?] +### Navigating to export annual survey +Click "Reports", then "Annual Survey" in the left-hand menu. Then click the year of the report you want to export. Then click "Export Report." +### Contents of annual report export + +For more information on these, please see the [Annual Survey Report](reports_annual_survey.md) + +- Disposable diapers distributed, +- Cloth diapers distributed, +- Average monthly disposable diapers distributed, +- Total product drives, +- Disposable diapers collected from drives, +- Cloth diapers collected from drives, +- Money raised from product drives, +- Total product drives (virtual), +- Money raised from product drives (virtual), +- Disposable diapers collected from drives (virtual), +- Cloth diapers collected from drives (virtual), +- Disposable diapers donated, +- % disposable diapers donated, +- % cloth diapers donated, +- Disposable diapers purchased, +- % disposable diapers purchased, +- % cloth diapers purchased, +- Money spent purchasing diapers, +- Purchased from, +- Vendors diapers purchased through, +- Total storage locations, +- Total square footage, +- Largest storage site type, +- Adult incontinence supplies distributed, +- Adult incontinence supplies per adult per month, +- Adult incontinence supplies, +- % adult incontinence supplies donated, +- % adult incontinence bought, +- Money spent purchasing adult incontinence supplies, +- Period supplies distributed, +- Period supplies per adult per month, +- Period supplies, +- % period supplies donated, +- % period supplies bought, +- Money spent purchasing period supplies, +- Other products distributed, +- % other products donated, +- % other products bought, +- Money spent on other products, +- List of other products, +- Number of Partner Agencies, +- Agency Type +- Zip Codes Served, +- Average children served monthly, +- Total children served, +- Repackages diapers?, +- Monthly diaper distributions?, +- % difference in yearly donations, +- % difference in total money donated, +- % difference in disposable diaper donations +## Barcode Items +### Navigating to export barcode items +Click "Inventory" then "Barcode Items" in the left-hand menu. Then click "Export Barcode Items." +### Contents of barcode items export +For each Barcode Item: +- Item Type, +- Quantity in the Box, +- Barcode +## Distributions +### Navigating to export distributions +Click "Distributions" in the left hand menu. Click the "Export Distributions" button. +### Filtering the distributions export +The distributions export shows the same distributions as are in the main distributions page, and the filtering works the same way. +Before clicking the export button, you can filter by any of: +- date range (we recommend you use the calendar-style selection rather than typing it in, as the format is a bit fussy.) +- item +- item category +- partner +- source inventory (i.e. storage location) +- status (i.e. scheduled or complete) + +Specify the filtration you want, then click "filter". + +### Contents of distributions export +For each of the distributions in the filtered list: +- Partner, +- Initial Allocation (when the distribution was entered), +- Scheduled for, +- Source Inventory, +- Total Items, +- Total Value, +- Delivery Method, +- Shipping Cost, +- State, +- Agency Representative, +- Comments, +- and the quantity in the distribution for each of your bank's items. + +Note: This includes inactive items as well as active ones. +[TODO: confirm that that statement is accurate] + +## Donations + + +### Navigating to export donations +Click "Donations", then "All Donations" in the left hand menu, then click 'Export Donations'. +### Filtering the donations export +The donations export shows the same donations as are in the main donations page, and the filtering works the same way. +You can filter by any of: +- Storage Location +- Source (i.e. Manufacturer, Product Drive, or Misc. Donation) +- Product Drive +- Product Drive Participant +- Manufacturer +- date range (we recommend you use the calendar-style selection rather than typing it in, as the format is a bit fussy.) + +When you have selected your filters, click "Filter", then "Export Donations" + +### Contents of the donations export +For each of the donations in the filtered list: +- Source +- Date (this is the date you enter in the donation, rather than the date it was put into the system) +- Details (this is the manufacturer name or the product drive) +- Storage Location, +- Quantity of Items (the total quantity of items) +- Variety of Items (the number of different items) +- In-Kind Value, +- Comments, +- and the quantity of each of your organization's items in the donations. + +## Donation Sites +The donation sites export is not yet implemented. If this is a priority for you, please reach out. + +## Items +### Navigating to export items +Click "Inventory", then "Items & Inventory" in the left hand menu. Then click "Export Items" +### Filtering the item export +By default, the export will contain all active items. +You can filter it differently by only including the items for a specific base item, +or by also including inactive items. +Select what you wish to filter by,than click "Filter". + +### Contents of the item export +For each filtered item, the export includes: +- Name, +- Barcodes (each barcode associated with that item), +- Base Item, +- Quantity (across your entire bank) + +## Partners +The partners export contains high level information about the partner. It does not contain the information in the partner profile. + +[TODO: Do we neeed a partner profile export?] +### Navigating to export partners +Click "Partner Agencies", then "All Partners" in the left-hand menu. Then click "Export Partner Agencies" +### Filtering the partner export +By default, the partner export shows all the active partners. +You can export different groups of partners by clicking the partner filters which exist for the various statuses: +- Uninvited +- Invited +- Awaiting review +- Approved +- Error +- - (TODO: Check if error is a current thing, or perhaps a relic of the two db system?) +- Recertification required +- Decactivated +- Active +[TODO: add contents] + +### Partner Export contents +For each partner in the filtered list: +- Agency Name, +- Agency Email, +- Agency Address, +- Agency City, +- Agency State, +- Agency Zip Code, +- Agency Website, +- Agency Type, +- Contact Name, +- Contact Phone, +- Contact Email, +- Notes + +## Product Drives +### Navigating to export product drives +Click 'Community', then 'All Product Drives' in the left hand menu, then click "Export Product Drives" +### Filtering the product drives +The product drives can be filtered by +- name, +- item category, and +- date range. + +It is defaulted to all drives, this year. [TODO: This will need updating when we change the default timespan] +To filter the export, make your selections, then click "Filter" before clicking "Export Product Drives". + +### Product Drive Export content +For each filtered product drive, the export will contain: +- Product Drive Name, +- Start Date, +- End Date, +- Held Virtually?, +- Quantity of Items, +- Variety of Items, +- In Kind Value, and +- the quantity donated for each item in alphabetical order. +- +## Product Drive Participants +### Navigating to export product drive participants +Click 'Community', then 'Product Drive Participants' in the left hand menu, then click "Export Product Drive Participants" +### Product Drive Participant Export content +- Business Name, +- Contact Name, +- Phone, +- Email, +- Total Diapers + - The title for this should be Total Items, as that is what is shown. + - [TODO: initialize issue for this discrepency] +## Purchases +### Navigating to export purchases +Click 'Purchases', then 'All Purchases' in the left hand menu. Then click "Export Purchases" +### Filtering exported purchases +You can filter the purchases by: +- Storage location +- Vendor +- Purchase date + +The default is all storage locations and vendors, and the current year +[TODO: update this when we change to 60 days prior, 30 days forward] + +Make your selection and click "Filter" before clicking "Export Purchases" +### Content of Purchases Export +For each purchase in the filtered list: +- Purchases from (the vendor name) (TODO: Shouldn't this be Purchased from, or Vendor?) +- Storage Location, +- Purchased Date, +- Quantity of Items, +- Variety of Items, +- Amount Spent (all currency amounts are in dollars), +- Spent on Diapers, +- Spent on Adult Incontinence, +- Spent on Period Supplies, +- Spent on Other, +- Comment, and +- the quantity of each item included in the purchase. + +## Requests +### Navigating to export requests +Click 'Requests' in the left-hand menu, then "Export Requests" +### Filtering exported requests +You can filter the exported requests by the following: +- Item +- Partner +- Status (Pending, Started, Fulfilled, Discarded) +- Date Range +Make your selection, then click 'Filter' before clicking 'Export Requests' + +The default is all requests in the current year + +(TODO: update the default if we get to that before this is published) + +### Contents of requests export +For each filtered request, +- Date, +- Requestor (i.e. partner) +- Status, and +- the quantity of each item requested. + - Note: If you have packs enabled (upcoming feature), there will be a column for each unit that you have enabled for each item. Otherwise, one column per item. + +## Storage Locations +### Navigating to export storage locations +Click "Inventory", then "Storage Locations" in the left-hand menu. Then click "Export Storage Locations" +### Filtering exported Storage Locations +You can filter the exported list by Item. This will give all storage locations that have ever had that item, *not* those with current inventory. +(Note: including inactive is currently broken) +[TODO: Write up including inactive] +[TODO: Check that by item filter works for export storage location] +The default is all active storage locations. +[TODO: IT looks like the export doesn't include the inactive when selected.] +Make your selections, then click "Filter" before clicking "Export Storage Locations" +### Contents of storage location exports +For each storage location in the filtered list: +- Name, +- Address, +- Square Footage, +- Warehouse Type, +- Total Inventory, and +- Quantity for each of the organization's items. + +## Transfers +### Navigating to export transfers +Click "Inventory", then "Transfers" in the left-hand menu. Then click "Export Storage Locations" +### Filtering exported transfers +You can filter the transfers by: +- From location +- To location +- date range. + - Note that this is the date the transfer was entered in the system, which may or may not be when it happened. + +The default is all the transfers for the current year (Note: we are soon changing this to 60 days prior, 30 days forward from today). + +Make you selection and click 'Filter' before clicking "Export Transfers". + +### Contents of transfers exports +For each selected transfer: +- From, +- To, +- Comment, +- Total Moved +- (TODO: Really? This should have the total moved for each item. Make an issue to make it so.) + +## Vendors +### Navigating to Export Vendors +Click "Community", then "Vendors" in the left-hand menu. Then click "Export Vendors" +### Contents of vendors export +- Business name +- Contact name +- phone +- email +- address + +[Prior: Manufacturers](community_manufacturers.md) [Next: Summary reports](reports_summary_reports.md) + diff --git a/docs/user_guide/bank/readme.md b/docs/user_guide/bank/readme.md index e9905ecd44..566ceaa875 100644 --- a/docs/user_guide/bank/readme.md +++ b/docs/user_guide/bank/readme.md @@ -64,4 +64,4 @@ This user guide is meant for users of the human essentials app at essentials ban 4. [Activity graph](reports_activity_graph.md) 8. [User management](user_management.md) 9. [Signing out, and other things you can access by clicking on your name](top_right_menu.md) -[But I need to do something different!](asking_for_changes.md) +10. [But I need to do something different!](asking_for_changes.md)