Printing, importing, and exporting documents

You can start all three actions from the document list: print from a row menu, and import or export from the right side of the toolbar.

Print

Step by step

1. Open the print window. From the list, use the ⋮ icon at the end of a row → Print. From a document card, click the printer icon in the heading (tooltip: Print). Both open the same window.
2. The window is called Print / Export. At the top are Select template and Language.
3. Select a template. A preview appears immediately in the white box below. If the company has no template for this type, the box says No templates and there is nothing to print.
4. Change Language if needed.
5. Finish with one of three buttons at the bottom: Download PDF saves the file; Print opens a new browser tab with the prepared document and immediately opens the print dialog; Close exits without doing anything.

Configure templates in Settings → Documents, on the Print appearance (PDF) tab (management) and Template mapping tab (assigning templates to types).

If you do not specify a template directly, the system selects one in this order:

1. a company assignment for the type and language,
2. a company assignment with no language,
3. a system assignment for the language,
4. any system assignment.

A template can use document data (internal and external number, status, origin, type, issue / sale / payment dates, currency, net, VAT, gross, notes, series), business partner data (name, tax ID, address, email, phone), company data, and a loop over items.

Refusal messages: Printing is not allowed for this document type, No print template found for this document type, No permission to print.

The API for exporting an individual document can also return HTML, but there is no button for it in the interface: Export PDF in the row menu currently shows only Coming soon. From the screen, you can download only a PDF using Download PDF in the print window.

Export the list

Step by step

1. Set list filters so you see exactly the documents you want to export. To choose documents manually, select rows with checkboxes.
2. On the right side of the toolbar above the list, click the download icon; its tooltip says Export documents.
3. In Export documents, choose under What to export: All filtered documents or Selected only. Each option shows its document count. The second option is disabled until you select a row.
4. Under Format, click one of four buttons: CSV, Excel, XML, or JSON.
5. Choose Include items; selecting it adds document item columns to the file.
6. Under Columns, choose what to include. The All and Default shortcuts are above the list. The heading shows the selected / total count.
7. Click Generate; the button shows the number of documents in parentheses.
8. If two-factor verification appears, enter the code and export continues automatically. Export cannot run without 2FA enabled (Two-factor authentication (2FA) — enabling it, backup codes, and disabling it); the file may contain buyers' order data.
9. Wait while these stages appear: Queued…, Generating file…, File ready — downloading…. The file downloads automatically.

This window has no templates: you cannot save or restore a set of columns; choose them from scratch each time.

Columns: Number, External number, Type, Status, Business partner, Tax ID, Net, Gross, Issue date, Sale date, Payment due date, Currency, Notes, Warehouse, Created by. When Include items is enabled, it also includes Product name, SKU, EAN, Quantity, Unit, Unit price, VAT rate, Net value, Gross value, Discount %, Batch no., and Serial no.

A large export runs in the background. During generation, Cancel changes to Leave in background; you can close the window and return to work. If it takes too long, the message says Export is taking too long. It is still running in the background — check export history shortly. Export history is a separate screen in settings. Only the person who started the export can download the finished file there; everyone else can see its progress but gets a dash with a tooltip instead of the download button.

Import

Bulk import and export are not part of the Documents module; they use a shared data exchange system. Import and export history therefore has separate screens in settings, not a tab on the document list.

The Import documents icon starts the wizard: Upload → Mapping → Preview → Confirmation → Result.

Step by step

1. Click the import icon above the document list; its tooltip says Import documents. The wizard opens on a separate screen, not in a dialog.
2. Upload. Choose a .csv, .xlsx, .xls, .xml, or .json file in Choose file. Under Select document type, choose the type to create. If you have saved mappings, Choose a template (optional) also appears. Leave it blank to map fields manually.
3. Click Upload and parse. The button is disabled until you select a file.
4. Mapping. The wizard shows how many columns it matched automatically (Detected {count} mappings automatically). In the Source column → Target field → Confidence table, correct any mistakes. Continue with Next.
5. Preview. Two counters appear at the top: valid and, if there are any, errors. Use Errors only to filter to rows that need correction. Click Confirm and continue; it is disabled only when every row has an error.
6. Confirmation. The screen says Ready to import {count} documents and lists Total rows, valid rows, and rows with errors. Click Import.
7. Result. You will see Import complete and Successfully imported {count} documents. Choose View documents or Import another.

Go back with Back. Abandon the entire wizard with Cancel. Both buttons are at the lower left.

After upload, columns are matched automatically with a confidence level; you can correct every match manually.

When automatic mapping is unavailable, the message says: Automatic mapping (AI) is unavailable — columns were matched by name. Check them before continuing.

Rows with a quantity of zero are skipped: Skipped {count} items with quantity 0.

Imported documents have Import origin and are not assigned a number from your numbering scheme; they keep their external number. Document numbering and series