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How to export your Onsight orders to an external system using CSV files

The best way to connect Onsight to an external ERP, CRM or other back-office system is to do an integration. Onsight provides pre-built integrations for NetSuite, SAP B1, QuickBooks Online, Xero, Zoho, MYOB, Sage 50, Alegra and other systems. If your external system does not yet have an integration, you can export your orders from Onsight as a CSV file and import them into your external system. This article explains how to set that up, from preparing your records to downloading the CSV file and importing it.

Setting up external IDs

For your external system to recognise the customers and products in the CSV, you need to tag each record in Onsight with the ID that your external system uses for it. Onsight calls these external IDs.

External customer ID

Onsight has an External ID field on each customer record. You use this field to store the customer code or customer ID from your external system. The easiest way to add this for many customers at once is to include the External ID column when you bulk upload your customers into Onsight. You can also manually set the External ID field one customer at a time.

Once you set the External ID on a customer record, Onsight includes it in the CSV export for every order placed by that customer. Your external system can then use that ID to match each order to the correct customer.

External product ID

Onsight has an External ID field on each product record. You use this field to store the product code or product ID from your external system. The easiest way to add this for many products at once is to include the External ID column when you bulk upload your products into Onsight. You can also manually set the External ID field one product at a time.

Once you set the External ID on a product record, Onsight includes it in the CSV export for every order line item. Your external system can then use that ID to match each order line item to the correct product.

Download your orders as a CSV file

With your external IDs in place, you are ready to export your orders from the Onsight web console.

  • Log in to the Onsight web console at https://sales.onsightapp.com/.
  • Click on ‘Orders’ from the left-hand side menu.
  • The latest orders will be displayed. You can also choose a start date and end date to change the list that is displayed.
  • Select the orders that you wish to download.
  • Click on the ‘Download CSV’ button.
  • The selected orders will now be downloaded to a CSV file.
  • You can use Excel or any other spreadsheet program to open the file to check it before you import it.

Format the CSV file

Your external system probably needs the CSV file to be formatted in a certain manner in terms of the fields included and their sequence. Open the CSV file and change the Onsight format to match the required format.

Import the CSV in your external system

The CSV file includes the external customer ID and external product ID alongside the order details. When you import the file into your external system, use those ID fields to match each order line to the right customer and product record.

The steps for importing will depend on which system you use, so check the documentation for that system if you need guidance on setting up the import.

What if the standard CSV does not have what you need?

The standard CSV export contains a fixed set of fields. If your external system requires a different layout or additional fields, Onsight can create a custom CSV export for you. This is a paid service and the cost depends on the complexity of the changes requested.

To get a quote, contact the Onsight support team at [email protected]. You will need to describe the fields you require and provide a sample CSV with real data from your system so the team can work out what is needed.