Export Scenarios

Form ID: (SM207025)

You use this form to create export scenarios. You can perform data export as a one-time activity or periodically if you have configured synchronization between MYOB Acumatica and the third-party software.

You create an export scenario for a specific provider. You can create and view providers for export by using the Data Providers (SM206015) form.

Generally, a scenario includes the mapping between the data in MYOB Acumatica (source data) and the fields in an external file or a third-party source (target data), as well as any restrictions on the source data. For more information, see Configuring Export Scenarios.

Form Toolbar

The form toolbar includes standard and form-specific buttons and commands. For the list of standard buttons, see Form Toolbar and More Menu. The form-specific commands are listed in the following table.


Button	Description
View Screen	Navigates to the form selected in the Screen Name box.
Publish to the UI	Opens the Publish to the UI dialog box, in which you can modify the site map title and screen ID for the scenario, change default workspace and category, and specify access right.
Unpublish	Removes the respective node from the site map, clears the assignment of screen identifier and deletes all configured access rights from the database.

Table 1. Publish to the UI Dialog Box
On this dialog box, you can specify publication settings of the new form, including access rights. This dialog box has the following elements.
Element	Description
Site Map Title	The name of the form that will be shown on the Site Map form.
Workspace	The workspace in the user interface from which the form can be accessed.
Category	The name of the category under which the form will be displayed in the selected workspace. .
Screen ID	The identifier to be assigned to the form.
Access Rights	Select one of the following option buttons to indicate which access rights should be specified for the newly added form: Set to Granted for All Roles: The system will set the access rights for this form to Granted for all user roles in the system. Set to Revoked for All Roles: The system will set the access rights for this form to Revoked for all user roles in the system. Copy Access Rights from Screen (default): The system will copy the set of the access rights from the specified form.
The dialog box has the following buttons.
Publish	Publishes the form and closes the dialog box. That is, it is assigned a screen identifier and becomes available in the specified workspace. Also, the system adds the new site map node for this form to the site map and applies the appropriate access rights to this site map node.
Cancel	Cancels the publication process and closes the dialog box.

Summary Area

You use the elements in this area to create a new scenario for one-time export or periodic synchronization, or to select an existing scenario for editing.


Element	Description
Name	The name of the scenario, which may be an alphanumeric string of up to 50 characters.
Screen Name	The name of the MYOB Acumatica form whose functionality will be used to perform data export. You click the magnifier icon in the box to open the Select Screen Name dialog box where you can select the form by searching or filtering by its title, screen ID, workspace, or category.
Provider	The data provider that should be used for data export.
Provider Object	The object of the specified data provider. Only active provider objects are available for selection.
Sync Type	The type of synchronization for the selected scenario. You can select one of the following options: Full (default): Select this option to perform export of all the data in accordance with the scenario. Incremental - All Records: Select this option to perform partial export, including only the data (mentioned in the scenario) that has changed in the MYOB Acumatica records. Incremental - New Only: Select this option to perform partial export, including only those records that have appeared in the MYOB Acumatica database since the previous export took place. You may need to change the default value if you use the same scenario for exporting data regularly. For example, after the initial export, you may periodically need to export new or changed data records in MYOB Acumatica to the external system or file.
Active	A check box that indicates (if selected) that this scenario is active and can be used for data export.
Make Visible on the UI	A check box that indicates (if selected) that the Export by Scenario (SM207036) form for this export scenario should be available on the UI with the name specified in the Site Map Title box and in the location specified in the Workspace and Category boxes. If you select this check box and specify the name (title) and location of the form, to open the Export by Scenario (SM207036) form for the export scenario, a user can search in the system for the site map title of the scenario or navigate to the workspace and find the processing form for the scenario under the specified category.
Site Map Title	The name that is displayed in the UI for the Export by Scenario (SM207036) form shown for this export scenario. This box is available only if the Make Visible on the UI check box is selected and is a required setting in this case.
Workspace	The workspace in the UI from which the Export by Scenario (SM207036) form shown for the export scenario can be accessed. This box is available only if the Make Visible on the UI check box is selected.
Category	The name of the category under which the Export by Scenario (SM207036) form shown for the export scenario is displayed in the selected workspace. This box is available only if the Make Visible on the UI check box is selected.
Format Locale	The locale whose date format (and other locale-specific formats) will be used for the data to be exported. By default, MYOB Acumatica uses the invariant locale, which is similar to the English (United States) locale.
Detail Export Mode	The mode of export of the detail lines of documents, which determines the fields that should be exported for detail records. The value can be one of the following: Repeat Only Summary Fields (default): The first exported detail record contains the data of each field specified in the scenario mapping for the detail object, summary object, and related objects. The other exported detail records contained the fields of the detail object and the summary object. The fields of the related objects are blank. Repeat All Fields: Each exported detail record contains the data of each field specified in the scenario mapping for the detail object, summary object, and related objects. Do Not Repeat Fields: Only the first exported detail record contains the data of each field specified in the scenario mapping for the detail object, summary object, and related objects. The other exported records contain the data of the fields of only the detail object.
Export Only Mapped Fields	A check box that indicates (if selected) that only the fields that are mapped in the export scenario should appear in the output of data export; other fields of the data provider are skipped during export. If the check box is cleared, the fields of the data provider that are not mapped in the export scenario are exported and have null values. We recommend that you select this check box when you are exporting data to external systems, such as HubSpot, to avoid the system rewriting of the fields that are not mapped in the scenario with null values during data export.
Discard Previous Result	A check box that indicates (if selected) that the system will clear any prepared data before the data preparation and export by using the export scenario. That is, if a user clicks the Prepare and Export button on the Export by Scenario (SM207036) form for the export scenario or the export scenario is executed based on a schedule, the system does the following, depending on whether the check box is selected: If the check box is selected, the system always first prepares all data for export and then exports the data. If the check box is cleared, and if the data for export has already been prepared during the previous data preparation and export (but this data has not been fully processed), the system performs the data export of the previously prepared data. This may prevent the scenario from being executed if there were errors during the processing of the previously prepared data. The state of this check box for the export scenario can be overridden for any execution on the Export by Scenario (SM207036) form.

Mapping Tab

You use this tab to map the data on the MYOB Acumatica form (in any section of forms except for Reports) to the target fields in the external file or third-party application. For more details on mapping in export scenarios, see Configuring Scenario Mapping.

Table 2. Table Toolbar
The table toolbar includes standard buttons and buttons that are specific to this table. For the list of standard buttons, see Table Toolbar. The table-specific buttons are listed below.
Button	Description
Insert	Inserts a new table row above the selected row.
Unlabeled box with display options	Displays the form controls according to the selected option, which is one of the following: Show All Commands or Hide Service Commands. By default, the Show All Commands option is selected, which indicates that all commands (including service commands) are displayed. For more information on service commands, see Service Commands in Import and Export Scenarios.
Up	Moves the selected row up the list.
Down	Moves the selected row down the list.
Insert From	Gives you the ability to insert a part of another scenario; invokes the Choose Scenario to Insert Steps From dialog box.
Substitution Lists	Opens the Substitution Lists (SM206026) form, where you can view, add, remove, and edit substitution lists, which consist of pairs of source values (which may be found in the data to be imported or exported) and the corresponding substitution values (which serve as replacements for the source values during data import to MYOB Acumatica or data export from MYOB Acumatica, respectively). You can use the substitution lists in the `SubstituteListed (sourceField, substitutionList)` and `SubstituteAll (sourceField, substitutionList)` functions in formulas in mappings of import and export scenarios. For details about the functions, see Functions.

Table 3. Choose Scenario to Insert Steps From Dialog BoxIn this dialog box, you can select another scenario to insert its mapping lines into the current scenario. This operation inserts all lines of the selected scenario. Once the lines are inserted, you can make inactive or delete any lines you don't want to keep. This dialog box has the following elements.
Element	Description
Mapping	The scenario whose mapping lines you want to insert.
The dialog box has the following buttons.
OK	Closes the dialog box and inserts the lines from the selected scenario.
Cancel	Closes the dialog box without performing insertion.

Table 4. Table Columns
Column	Description
Active	A check box that indicates (if selected) that this step of the scenario is active during data export.
Source Object	The name of the functional object of the graph the MYOB Acumatica form is based on. The functional object can be the Summary area, the Details area, or any of the tabs or dialog boxes.
Field/Action Name	The name of the field or action of the functional object selected as the Source Object. You click the icon to select a field or action, or click the icon to open the Formula Editor Dialog Box and create a formula. For details on the functions and operators that can be used in the formula, see Functions and Operators.
Commit	A check box that indicates (if selected) that when this field or action is filled in, a commit to the database is required.
Target Field/Value	The external field (in the target file) to hold the value to be exported. You click the icon to select from the available external fields. You click the icon to create a formula if you want to assign its resulting value back to the internal field specified as the Field/Action Name.
Ignore Error	A check box that indicates (if selected) that the system should ignore errors when processing the data for this field.

Source Restrictions Tab

You can use this tab to set up restrictions for the data to be exported.

The table toolbar includes only standard buttons. For the list of standard buttons, see Table Toolbar.


Column	Description
Active	A check box that indicates (if selected) that the restriction is active.
Brackets	The opening bracket or brackets for composing a logical expression with multiple conditions.
Field Name	The field whose value the condition will be applied to.
Condition	The logical operation to apply to the value of the selected field. The following options are available: Equals: Returns True if the field value is equal to the value specified in the Value field. Does Not Equal: Returns True if the field value is not equal to the value specified in the Value field. Is Greater Than: Returns True if the field value is greater than the value specified in the Value field. Is Greater Than or Equal to: Returns True if the field value is greater than or equal to the value specified in the Value field. Is Less Than: Returns True if the field value is less than the value specified in the Value field. Is Less Than or Equal to: Returns True if the field value is less than or equal to the value specified in the Value field. Is Between: Returns True if the field value is between the values specified for Value and Value 2. Contains: Returns True if the field value (string) contains the value specified in the Value field. Ends With: Returns True if the field value ends with the character or string specified in the Value field. Starts With: Returns True if the field value begins with the character or string specified in the Value field. Is Empty: Returns True if the field value is empty (null). Is Not Empty: Returns True if the field value is not empty (not null). Does Not Contain: Returns True if the field value (string) does not contain the value specified in the Value field.
Is Relative	A check box that indicates (if selected) that the field value represents the number of days with respect to the current business date.
Value	The first value of the condition, which will be compared with the value of the chosen field. Most of the conditions require only one value, while Is Between requires two values.
Value 2	The second value of the condition, if required by the selected condition.
Brackets	The closing bracket or brackets for composing a logical expression with multiple conditions.
Operator	A logical operator to be used between the logical conditions enclosed in brackets.