Export records and transactions using .CSV files

Exporting records (list items like vendors and customers) and transactions (bills and payments) is a quick way to pull master lists of records and transactions into an .CSV file which you can then filter as needed.

If you use accounting software that doesn't sync with Key CashFlow℠, you can use these .CSV files to export transactions and records from Key CashFlow, and import the data into your accounting software.

Your user role must have Sync with Accounting System permissions, as well as permissions to manage each record or transaction type, to be able to pull export reports for them.

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What you can export

Records you can export:

  • Vendors
  • Customers
  • Accounts
  • Departments
  • Items
  • Locations
  • Classes
  • Jobs

Transactions you can export:

  • Bills
  • Vendor Credits
  • Payments
  • Invoices
  • Credit Memos
  • Payments Received
  • Funds Transfers

Before you export transactions, you need to set your export preferences.

Setting export preferences

  1. Select Settings
  2. Select Preferences under Import/Export
  3. Select the edit icon
  4. Select the accounts for each preference
  5. Select Save

Exporting records and transactions

  1. Select Settings
  2. Select Import / Export
  3. Select Export for the record or transaction you want to export
  4. Select your Export Profile or select Modify to edit the default profile (see below for those steps)

  5. Select Export All to immediately begin exporting using the default filters, or select Export with filters to filter before export
    1. If you select Export with filters, select your filters and values
    2. Select + Add additional filter to add more filters
    3. Select Export with filters

  6. The export will show in progress until it is complete, and the file name appears. Select the file name to open the export file

Modifying export profiles

  1. Select Modify on the export page, next to Export Profile
  2. Select the checkbox for the Headers you'd like to include in the export file, or uncheck for those you'd like to exclude
  3. Edit the Export file header name if you'd like
    • This doesn't change the data we pull under that header, it just changes the header name/label
  4. Select the arrows to change the order of the headers which changes the order of the columns in the export file

  5. Enter a Profile name
  6. Select the checkbox if you'd like this profile to be default
  7. Select Continue

  8. Complete your export following steps 4-6 above

Export history

You can access your export history and download the reports again at any time.

  1. Select Settings
  2. Select Export history
  3. Select the File Name of the past export you want to open
    • Entity shows the record or transaction type of the export
    • Scheduled time shows the time and date of the original export
    • Status shows whether the export was successful or failed. You cannot open a failed export
    • User shows the user who originally pulled the export

Importing export reports into your accounting software

To import transactions and records from Key CashFlow into your accounting software, please contact support for your accounting software, as import processes can vary greatly.