Export Inventory in the Reports Data Export Section
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Note: As of v4.2.0, the inventory exports will include a “Tags” column and a “Created On”. |
We’ve created a few ways for you to extract your inventory data so you can manipulate it for further analysis. Before we dive in though there are a couple of distinctions to make:
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Export your Inventory - Exporting your inventory will dump out your inventory data as you see it in the Inventory page of the Console. That means each device will be represented on its own line in Excel as a quantity of 1, with all of its associated data.
Stock Report - You also have the option of exporting a stock report which, instead, will dump out your inventory but it will sum up the inventory that has like characteristics. For instance, 15 pieces of loose inventory that have the same catalog number, lot number, and custodian will show as a quantity of 15 on one line in Excel. This can be a more helpful way of looking at your stock levels throughout your value chain.
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Unused inventory only: This represents devices with an Unused status only. Devices may be active or inactive. Devices that are still active but are marked as used in an open event are still considered Active, despite having a usage status. Selecting “Unused inventory only” will only give you items with a usage status of “Unused”. Select “Active Only” checkbox to ensure you are exporting only Active and Unused inventory.
All Inventory - this will export all inventory as you see it in the inventory list, including deactivated inventory (unless you check the “Active Inventory Only” checkbox).
Current Search Query Only - Both of these options allow you to use the filters in the inventory screen to determine what data will be exported. Do you want expired inventory, active only, in a current user’s custody (or something else specific)? Then this is your option.
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Note: You may now include Facility Stock in your inventory views and exports of current search queries by checking the “Include Facility Stock in view” box in your inventory search filters. This will allow you to view active inventory and facility stock together to get an idea of the usable inventory available in the field (as opposed to sellable inventory). |
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To export your inventory navigate to your Inventory screen in the console.
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2. If you’d like to find any specific inventory then please enter search terms and filters and locate the data you’d like to export.
3. Click on the “export inventory’ button
4. You’ll then be presented with a set of options for the data you are exporting:
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Unused inventory Only: This will export your unused inventory. Devices may be active and inactive (unless the “Active only” box is checked), but all will have the unused status meaning they have not been used in an Event.
All Inventory: This option will export all inventory including current active stock as well as all deactivated inventory. This will include inventory that has been manually deactivated and all single-use inventory that was removed from your stock as a result of an event. Check the “Active Inventory Only” checkbox to filter for active inventory.
Inventory in the current search query only: This option will export the data that has currently been returned to the screen as a result of your search/filter selections. This option will export the inventory with one line per device, as you see it in the “All Inventory” screen.
Stock export of inventory in the current search query only: This option will export the data that has currently been returned to the screen as a result of your search/filter selections. This option will roll up quantities of like devices according to catalog number, lot, container, location and custody.
5. When the report has generated you will receive a notification bearing a link to download your file.
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You may now export inventory as a report in the reports section.
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Navigate to the Reports Section → Data exports
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Click on the Inventory Export tab
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Follow the instructions above to determine what type of export you’d like to run
Note: In this screen you may not select the options for “in the current search query”. To use this feature, export your inventory from the All Inventory page.
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Click “Run”
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When the export is ready it will appear below in the History of Exports section
Click on the purple download button in the Files column to download your export
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Exporting your inventory is easy, but you have a few options to get your inventory information out of the system:
Report: Inventory Export (Stock)
Report: Inventory Export (All)
Inventory Intelligence Dashboard
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The stock export will export your inventory with like quantities totaled up. This means that items sharing like catalog numbers, lot numbers, UDIs, expiration dates, custodies, etc. will be totaled up in a Quantity column making it easier to look at inventory positions and resulting in a smaller export.
Navigate to the Reports Screen
Click on the Inventory Export (Stock) tab
Apply any filters you would like
Click Refresh on the report table to apply filters
Click on the vertical ellipse or Kabob menu that appears when you hover over the upper right corner (Tile Actions)
Select Download Data
Choose your File Type
Select "All Rows" under how many rows to include
This is very important as your data set may extend farther than Looker is able to display visually in Beacon, but you want to make sure to export all data.
Click Download
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This export will export all of your inventory line by line, with each individual discrete device represented on its own line of the export, resulting in a larger export than a Stock Export.
Navigate to the Reports Screen
Click on the Inventory Export (All) tab
Apply any filters you would like
Click Refresh on the report table to apply filters
Click on the vertical ellipse or Kabob menu that appears when you hover over the upper right corner (Tile Actions)
Select Download Data
Choose your File Type
Select "All Rows" under how many rows to include
This is very important as your data set may extend farther than Looker is able to display visually in Beacon, but you want to make sure to export all data.
Click Download
Inventory Reporting Dashboard
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