FAQs»Basic System Information»Export Data from Profits Plus
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Last modified on 9/5/2017 5:32 PM by User.


Export Data from Profits Plus


Any print routine that includes printer selection from the report screen in Profits Plus can also create an `Export' data file.


This file can be described technically as a fixed format ASCII flat file.  Using computer buzz words, the file IS `DOS compatible' and IS NOT `comma delimited'.  It can be imported directly into many common word processors, spreadsheets, etc.  The `format' of the data will be the same as the actual printout that would otherwise be generated.  Essentially the export file is a `stripped down' print file with printer configuration control codes, formfeeds, blank lines, titles, legends, and headings removed.  This option is done with more manual input from the user


Another, easier and more user-friendly option is using a “.csv” printer.  Most basic reports can be exported to a .csv (comma-separated-values) file suitable for Microsoft Excel.   The column headers are also exported and Excel automatically imports the data into separate columns.  This option is explained below.  


A third option is also available, which is to e-mail the reports.  This option is also explained below.

Option 1 - manual:

1. Generating export file while on the report screen:

            a. Write down the `Report #' from the upper left portion of the display

This will be the actual file name on disk.  Format is Rxxxxx.PRT where xxxxx is a sequential number generated by a system counter in each application. (Please note unix operating system will make R & PRT lower case on disk)


            b. Change #4 `Delete Rpt' to `NO'

This will keep the export file on the hard disk until the next backup occurs.  Backup automatically removes `*.PRT' so there is no further housekeeping to do.  If you are not using the file prior to the next backup (see step 3) it would be necessary to rename the file so it is not erased and manual housekeeping would be required to remove the file when processing is completed.


            cChange #5 `Spool Rpt' to:

i. `VUE' for standard reports (this will do the stripping of control codes, formfeeds, blank lines, etc). Simply use `left arrow' to exit when report comes onto the screen.




ii. `EXP' for narrowest export definition.  Similar to `VUE' but subtotals, totals, and grand totals are also omitted.




iii. `NO' for formatted print functions such as labels, form letters, purchase orders, invoices, etc where you do NOT want the format `stripped'. Then complete remaining prompts/screens the same as you would normally for a printout.




iv.. “CSV” for exporting comma-separated-values.  When field 5 is changed to CSV, this will appear (with the rxxxxx as an example)  5 Spool Rpt: CSV export to trash/r42103.csv

The trash is the name of the sub-folder the report goes into.  The rxxxxx.csv (i.e: r42103.csv) is the Report # at the top of the screen.  This report number is what you locate in the sub-folder, Trash, and  then open.




2. Location of export file

Export files are located in the following path/subdirectory: /u/mvs/dsk0/2a000c/trash/filename (*see below for explanation of a and c)

where `a' represents the main menu application module:


1‑Accounts Receivable

2‑Accounts Payable

3‑General Ledger

4‑Inventory Control

5‑Order Processing

6‑Purchase Order

7‑Customer Service

where `c' represents the company # (always use `1' unless you have multiple companies/corporations, NOT divisions) (Contact us if in doubt or when more than 7 corporations) where `filename' is the Report# noted in step 1 (IN LOWER CASE).



3. Using export file

            a. Import file directly into word processing or spreadsheet package located on the main system.


b. PC's on a LAN (Local Area Network):

iUse FTP file transfer software with the same directory and file names as explained in Step 2 above.




ii. Use windows explorer to copy/paste or drag/drop if you have the appropriate network access, contact us for more details.




iii. Use appropriate software, if installed on the network.  Appropriate software is defined as 3rd party software, such as:

(1)     Advanced File and Print Server for SCO

(2)     A program called: Unix Services for Windows found on Windows NT or 2000 or XP Professional

(3)     Disc access is available, for Window 98 or ME, at:  www.softwareforscience.com/AccessNFS

(4)     Any other suitable 3rd party NFS Software



            c. Use backup tape drive (tar or cpio formats etc...) or from cloud/other online storage that is accessible



Option 2 - .csv Printer:

  1. The first requirement is the Profits Plus server is a Windows machine and also Microsoft Excel must be on the server.  Not every report in the system can use this functionality.


  1. A .csv printer must be setup too.   In your System Printers (Task 22 in Software Maintenance), set up a new ‘printer’ as described below (just the important fields are listed:

01. Printer name:          EXPCSV

04. Model ID:              EXPORT_CSV_FILE

05. Description:            Export to a .csv file(Windows)

06. Keywords:             EXPORT=CSV

09. Cmp pg width:        999

10. Nor pg width:         999

11. Top margin:            0

12. Lines/page: 99

Spool Command:          %(PRINTFILE.CXV)%

NOTE: once the information on field 04 is entered, the rest of the fields should automatically fill in, but if not, then the     information listed above needs to be entered.


  1. On the printer selection screen of a report, select the EXPCSV printer in field 1; field 5 (Spool Rpt) should automatically change to CSV, if not then enter CSV in field 5.


  1. Select the criteria for the report.   Excel will launch with the report.



Option 3 – e-mail the report:

NOTE: to utilize this functionality, you must have the optional e-mail package. Please contact us for information and pricing.  This option works on UNIX, SCO and Window servers. Also note, not every report in the system uses this reporting functionality.


  1. An e-mail CSV printer must be set up. .   In your System Printers (Task 22 in Software Maintenance), set up a new ‘printer’ as described below (just the important fields are listed:

01. Printer name:          EM-CSV

      04. Model ID:              EMAIL_EXPORT_CSV

      05. Description:            Email a .csv export file

      06. Keywords:             EXPORT=CSV

09. Cmp pg width:        999

      10. Nor pg width:         999

      11. Top margin:            0

      12. Lines/page: 99

            Spool Command:          Our staff will assist you in what information must be entered.


  1. On the printer selection screen of a report, select the EM-CSV printer in field 1; field 5 (Spool Rpt) should automatically change to CSV, if not then enter CSV in field 5.


  1. Select the criteria for the report.  


  1. Once the report appears on screen, use the left arrow.  At that point you will be prompted for the e-mail address.


  1. Open your e-mail and open the report using Microsoft Excel.




EXAMPLE:  This example is if you don’t have excel on the main Profits Plus server nor the ability to email reports with the email package.

Go into:

·        Account Receivable (Module 2)

o       Customer Master (Task 17)

§         Print Selected Customer Records

At the printer screen:

·        Write down the Report #: near the top of the screen, i.e. R42105.

·        Field #4 Delete Rpt:    NO

·        Field #5 Spool Rpt:    CSV (by entering CSV, you will then see, as an example: export to trash/42105.csv)


Answer the prompts as follows (remember, this is just an example, you would select the report you want and answer the prompts appropriately):

Name/address/full info (N/A/F)?   F

Please enter – starting Entry date:  ALL

Print report by: 1).    Customer name

Please enter – starting customer name:   ALL


If the report is previewed on the screen, press the back arrow key.

·        The report is located in:    /u/mvs/dsk0/210001/trash/r42105.csv

·        If there are multiple companies on the Profits Plus server, and the above sample report was printed from company #2 the report would be located in:    /u/mvs/dsk0/210002/trash/r42105.csv

·        If the report was an A/P Vendor Master file from company #3 the report would be located in:   /u/mvs/dsk0/220003/trash/r42105.csv


Open up a new excel spreadsheet , then Click on:

·        File

o       Open.  

·        Profits Plus server (if you don’t know the name of the Profits Plus server, please see your IT personnel)

o       Dsk0

§         21001 (meaning it is an A/R report in Company 1)

·        trash

o       r42105.csv