Exporting and printing the Discount Detail report

The Discount Detail report's line-by-line format makes it ideal for exporting to Excel for further analysis, filtering, or importing into accounting software. You can also print a copy for your records or to share with stakeholders.

Before you start

• The report must be generated and displayed on screen.
• You need a download location on your computer or a printer configured in your system.
• Excel export is recommended if you plan to analyze or manipulate the data further (sorting, filtering, pivot tables, calculations).
• PDF export is best for a static, printable document.
• CSV export is useful if you need to import the data into another system.

Steps for exporting

1. After running the Discount Detail report, look for the Export button or menu near the top of the report view.

2. Choose your export format:

   • PDF: Creates a formatted, printable document preserving the report layout.
   • Excel (.xlsx): Exports data in spreadsheet format; you can then add formulas, sort, filter, or create pivot tables.
   • CSV (.csv): Exports raw data as comma-separated values, suitable for import into other software.

3. Click the format you want. A download dialog will appear.

4. Choose where to save the file on your computer and click Save.

5. The file is ready to use. You can open it immediately or find it in your Downloads folder later.

Steps for printing

1. After running the report, find the Print button (usually a printer icon) near the top or export options.

2. Your system's print dialog will open. Select your printer from the list.

3. (Optional) Adjust print settings:

   • Orientation: Choose Portrait (vertical) or Landscape (horizontal). Landscape is often better for detail reports with many columns.
   • Paper size: Standard 8.5" x 11" or A4.
   • Color: Full color, black-and-white, or grayscale.
   • Margins: Adjust as needed to fit all columns on the page.

4. Click Print. Your report will be sent to the selected printer.

Using the exported data

In Excel:

• Sort by Contact, Amount, or Date to identify patterns.
• Use filters to focus on specific contacts, products, or date ranges.
• Create a pivot table to summarize discounts by category.
• Add formulas (e.g., SUM, AVERAGE) to calculate totals or metrics.

In other systems:

• CSV exports can be imported into accounting software, business intelligence tools, or data analysis platforms.
• Verify that column mappings are correct before importing.

Accounting impact

Exported detail reports serve as:

• Audit documentation: proof of which discounts were recorded and when.
• Reconciliation support: comparing Usystems discounts against your records.
• Compliance evidence: demonstrating that discounts were properly authorized and recorded.

Keep archived reports in a secure location with clear naming (e.g., "Discount_Detail_2026_Q3.xlsx") for future reference.

Tips & common mistakes

• Preserve original file: When you open an exported Excel file, save your changes to a new file rather than overwriting the export. This preserves the original data for audit purposes.
• Landscape for printing: Detail reports often have many columns. Use landscape orientation when printing to fit all columns on the page.
• Verify column order: Before sharing exported reports, review that all expected columns are present. You can customize which columns appear before exporting.
• Check row count: The export includes all rows matching your filters. If you filtered by Contact or Date Range, confirm the export reflects those filters.

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