When SubBase does not connect to your accounting system directly, you download a file and import it there yourself.
Before you start
You see only the formats your company is set up for. A format that is not on the list is not turned on for you.
None of this needs a live integration.
Download orders
Open Orders in the top navigation bar.
Set your filters and columns so the list holds what you want.
Click the filter button above the table to open Table Options.
Go to the Download tab.
Click the download icon beside the format you need.
The tab always offers Download Orders, a spreadsheet of the list as you have it. Below that sit the accounting formats your company uses, such as Download TCM, Download Foundation and Download Computer Ease.
Download invoices
Open Invoices in the top navigation bar.
Click the filter button above the table to open Invoice Options.
Go to the Download tab.
Click the download icon beside the format you need.
Invoices always offer Download Invoice Files and Download CSV. Your accounting format is one of Download Sage 300, Download Sage 100, Download Vista, Download Computer Ease and Sage 100 Contractor Download.
Commitments work the same way. Open Commitments, open Table Options, and use the Download tab.
What happens next
Most downloads are queued rather than immediate. SubBase replies We are processing the download, you will receive a pop-up notification and also an email when it's done, and the file reaches you that way.
Download TCM and Download Foundation are different. They build the file in your browser and save it at once, and they mark the orders they include as synced, so the Sync status on those rows changes.
Which orders go into a TCM or Foundation file
Neither format takes every order in your list.
Download TCM takes confirmed, shipped and delivered orders, and the partially shipped and partially delivered ones too. Orders with a cancellation requested are left out.
Download Foundation takes confirmed, shipped and delivered orders only. Partially shipped and partially delivered orders are left out.
Nothing tells you what was skipped. Check the statuses in your list before you download, not after.
Sync status
Orders and invoices carry a Sync status. On a row it reads Not Synced, Queued, Syncing, Failed or Complete. The Sync status filter in Table Options calls that last one Synced rather than Complete, and it offers only the statuses your orders actually have.
Format settings
A few formats carry settings of their own, in Company Settings on the Downloads tab. Today that means Sage 100 Contractor and Computer Ease. If your company uses neither, the tab reads No configurations available. Changing anything there needs permission to manage company settings.
Notes and limits
A download follows the list as it stands, including your filters.
The Sync status filter appears only when your company has a download format or a live integration.
Order status labels are the defaults here. Your company may have renamed them.
Best practices
Use Download TCM and Download Foundation when you are actually posting to your accounting system. They mark the orders they include as synced, so a download taken to have a look leaves the wrong record behind.
Check order statuses before a TCM or Foundation download. Foundation leaves out partially shipped and partially delivered orders and TCM keeps them, and neither file tells you what it skipped.
Set your filters before you open the Download tab, not after. The file is built from the list as it stands, so a filter you forgot about quietly shortens it.
If this doesn't work
Start a chat from the Messenger in the bottom-left of this page, or email help@subbase.io. Include the order or project number and what you expected to happen.