Adaco: Data Export Tool – Fourth & HotSchedules Customer Success Portal

Overview

Within Purchasing & Inventory (formerly known as Adaco), it is possible to export a range of data to Excel.

Exporting Data

The option to export data is available at the highest property level. The system structure will fall into one of the options below:

Global Enterprise – a global set up with multiple CPs
CP (Central Purchasing) – a single CP with multiple properties sitting underneath it
Property – a single standalone property

All data will be exported into Excel.

To export the data select Property > Export Data

Fig.1 - Exporting Data

A new box will appear which gives the option to:

Select the Property the data is exported from
Select Table to choose the type of report to export

Fig.2 - Selecting export options

Data Available for Export

The data options that are available for export are shown in Table 1.

Table 1 - Data available for export

Report Name	Explanation
Account	An export of all Account numbers with associated Budget numbers
Category	An export of categories along with temperature maximum and minimum
Vendor	An export of Vendor information including addresses and AP cross reference
Unit	An export of all unit types
Unit Conversion	An export of all unit conversions
Tax Rate	An export of all Tax Rates and if they are included on inventory or PO
Rate Calculation	An export of rates with their associated value, i.e. 20%
Rate Schedule	An export of rate schedules and if they are managed at CP level or property
Product	An export of all product data including associated rates and pack sizes
Product Bar Code	An export of bar codes associated to a product
Outlet	An export of Outlet information
Outlet Inventory	An export of inventory, by product number, with associated quantity and price
Vendor Product	An export of all products stating which Vendors are assigned along with the Vendor Product number

Please note: exporting information is normally a business administrator-level access right, so it may be necessary to speak to the organisation's property administrator if any of the data above is required.

Once both fields have been populated, select Export

The downloaded export file is in CSV format and will automatically open (most likely in Microsoft Excel).

The data in the exported file will be in the format as shown in the table below and the Export Data preview - see Fig.3. Each column has its own specification based on what is in the database.

Type	Definition
int	Whole Numbers
nvarchar	Numbers & Letters
bit	TRUE or FALSE (Boolean)
decimal	Decimal Number
tinyint	Whole Number between 0 to 255
smalldatetime	Date/time as YYYY-MM-DD hh:mm:ss
Length	Max character length
IS_NULLABLE: NO	Field cannot be empty
IS_NULLABLE:YES	Field can be empty

Fig.3 – Export Preview Format Example

Access

The Export Data tool is only available at Property level if being accessed by a standalone Property. If a Central Purchasing and/or Global Enterprise Property hierarchy exists, the tool will only be available at the top-level in that Property hierarchy.

There is specific access required for a user to be able to use this function. To provide/check this access:

Go to Property > Setup > User Groups
Double-click the required Group to which assigned users will be able to use these functions within the Property menu
Select Property in the Main Menu drop-box box
Tick Export Data and then select Save

Fig.4 – Export Data Access Rights Setup

Please note: Ensure that the Import Data tool is not enabled. It is a very powerful tool that is used to import data into the Property. This tool will override the existing data and can generate errors at the property. Its use is not supported by Fourth's Technical Support team.

Overview

Exporting Data

Data Available for Export

Report Name

Explanation

Access

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