Exports

Four flavors of export: bulk line-item data exports (CSV / XLSX), bulk purchase-order-level data exports (CSV / XLSX), the individual supplier-facing PO PDF, and label sheets for the receiving station. The data and PDF exports are template-driven — templates pick the CSV / XLSX columns and drive the PDF layout. This page covers when to use each format, how to configure templates, and the label-sheet flow.

CSV / XLSX / PDF — when to pick each

Format	Use when
CSV	Bulk export into a spreadsheet or another system. Can produce one row per line item, or one row per purchase order for accounting-style summaries. Column set comes from the selected export template.
XLSX	Same bulk-export data as CSV, but you want preserved formatting and Excel-friendly types.
PDF	Individual supplier-facing PO document. Layout comes from the selected export template (date-field mapping and labels, totals visibility, which standard line-item columns show, address formatting, etc.).

The PDF you generate yourself and the file attached to the supplier email are picked separately. Generating a PDF uses the supplier’s default export template, then the shop-wide default. The email attachment uses whatever export template the chosen email template links to — which can be a different PDF template, or an XLSX/CSV template, in which case the supplier gets a spreadsheet instead of a PDF. See PO Settings → Email templates.

Addresses on the PDF

The billing, supplier, and delivery blocks on the PDF each print a full address, including a State / Province field on the city/postal line. The order of city and postal code follows the template’s Address formatting setting (see export templates below): with the default European format the line reads 04958 North Anson, Maine; switch the template to the US format and it reads North Anson, Maine 04958.

Each block falls back through fixed tiers when the PO doesn’t carry its own address:

Billing — the PO’s billing address, else the company address from Settings → Purchase Orders → General.
Supplier — the PO’s supplier address, else the supplier record’s address.
Delivery — the PO’s delivery address, else the PO’s Shopify location.

On a PO delivered to another supplier, the delivery block carries the receiving supplier’s address and gains one extra line — Deliver to: <receiving supplier>, receiving on our behalf — so the supplier you’re buying from can tell the address belongs to another business receiving for you, not to one of your own warehouses.

Edit the state/province wherever you edit that address — the supplier record, PO settings, or the per-PO address dialogs, whose Copy from Shop Settings, Copy from Shopify Location, and Copy from Supplier shortcuts carry it across. The State / Province field is a purchase-order feature; return-order and transfer-order addresses don’t have it. Supplier state/province is also selectable as a Supplier State / Province column in export templates and as a Label Designer field (it previews blank in the designer but prints the real value).

Quick PDF Export

The individual PO’s actions menu has a Quick PDF Export entry that downloads the PDF immediately with the effective default template — no export dialog. It resolves that default the same way the dialog does: the supplier’s own default template first, then the shop-wide default, then the base PDF settings if neither is set. Template options like Include supplier instructions therefore apply consistently whether you use Quick PDF Export or the full dialog.

Bulk export (CSV / XLSX)

Select rows on the PO list page, then either click the page header’s Export button or open the selection Actions menu and choose Export N. Both open the same dialog; the header button defaults to exporting the current page when nothing is selected, while the Actions menu item always exports your selection. First choose the scope, then choose the data level:

Line item export — one row per PO line item. Use this when another system needs SKU, quantity, unit cost, product, variant, or line-level metafield data.
Purchase order level export — one row per PO. Use this when you need header and summary fields such as PO number, status, supplier, location, shipping cost, additional cost / discount, line subtotal, total cost, amount paid, outstanding amount, and paid status. An Additional Cost Tax column is also available — it isn’t in the default column set, so add it to a purchase-order-level template first (Settings → Purchase Orders → Export). Note that the total-cost, outstanding-amount, and paid-status columns exclude tax — both the order’s header tax and additional-cost tax.

Then pick CSV or XLSX and the matching template. Bulk export produces one downloadable file for the selected POs. Supplier-facing PDFs are generated from an individual PO instead, such as from the PO actions menu or when sending the PO by email.

The same selection Actions menu also offers Merge (see Lifecycle → Merging POs) and Auto-receive (see Receiving stock → Bulk auto-receive from the list).

Custom column sets and export templates

Export templates are configured at Settings → Purchase Orders → Export (a tab inside the Purchase Order Settings page — not the general Data Export settings).

The page has three template sections:

PDF export templates drive the individual PO PDF and the supplier-email attachment. They carry layout options, not a column list.
XLSX/CSV export templates drive line-item CSV / XLSX exports — bulk from the list, or a single PO. They carry a column list, not PDF layout. A template is one type or the other, never both.
Purchase Order Level XLSX/CSV export templates drive only the global bulk export from the PO list. They do not appear inside an individual PO and are not used for supplier emails or PDF attachments.

Between them, the two line-item sections carry:

Column selection — which fields appear, in which order. Drives CSV / XLSX columns only. The PDF body table has its own standard line-item columns (SKU, barcode, product, quantities, costs, tax, totals), adjusted through the PDF layout config below — it does not follow the CSV / XLSX column selection.
Layout config — for PDF, things like totals visibility (shipping, additional costs), date-field mapping, the labels shown beside those mapped date slots, and a Compact layout toggle. Leaving a date label blank keeps the default label. Compact layout uses smaller fonts, tighter rows, and a condensed header to fit more content on each page — useful when paper saving matters. A separate Include supplier instructions toggle controls whether the PO’s supplier instructions print on the PDF — off by default. An Include supplier notes toggle (PDF templates only) instead prints the notes saved on the supplier’s own profile — a separate, master-data field from the PO’s own supplier instructions — also off by default. An Address formatting selector chooses how city and postal code are ordered in the billing, supplier, and shipping addresses — European (Postal code before city), the default, or US (City before ZIP code).
Per-supplier defaults — assign a template as the default for a specific supplier. When you export or generate a PDF for a PO from that supplier, the assigned template is picked automatically instead of the shop-wide default. (Supplier emails resolve their attachment through the email template instead — see above.)
Selectable at export time — when you trigger an export or PDF generation, you can override the default template by picking a different one.

Purchase-order-level templates carry only PO, supplier, location, and summary columns. They are global list templates, so they do not have per-supplier assignment controls.

You can save many templates per shop — “monthly accounting export,” “supplier reconciliation export,” “shipping-PDF for Asia suppliers,” etc. — and pick at the moment of export.

Defaults ship for common cases; customise when you need a specific layout for a downstream system or a different supplier’s expectations.

Finding a column in a large catalog

On CSV / XLSX templates the Available columns list is searchable and grouped by source, in a fixed order. On a line-item template the groups are: Line Item, Purchase Order, Product Variant, Product, Inventory — all locations, Inventory — at location, Planning constants, Variant metrics (ABC), Supplier, Supplier Variant, Location. Each group collapses to a header showing how many of its columns are selected, and a Select all / Clear button toggles the whole group — group-selected columns are appended to your column order without reshuffling what you’ve already arranged. The search matches column descriptions as well as names, so searching “availability” surfaces columns whose name never mentions it; while a search is active, matching groups stay expanded. Columns most shops want carry a Rec badge.

The line-item catalog runs well past a hundred columns because it includes live variant data, read from your current Logistified data at the moment of export:

Inventory — available, on hand, incoming, committed, and other quantities, both at the PO’s location and summed across all your locations. The at-location figures follow each line’s destination location when one is set, falling back to the PO’s location. These mirror your Shopify inventory.
Planning constants — minimum / maximum inventory, static reorder point, and target inventory at the location. These are your Logistified planning values, not Shopify data.
Variant metrics (ABC) — ABC tier, revenue contribution (as a percentage of total revenue), and total revenue, computed periodically by Logistified from your recent order history.

Both the line-item and purchase-order-level catalogs also carry eight Delivery columns (company name, two address lines, city, province, ZIP, country, phone) for the ship-to address — the PO’s own delivery address if it has one, else its Shopify location. These are the columns to add if you need a dropship PO’s customer address, or a deliver-to-supplier PO’s receiving-supplier address, in an export.

None of these are selected by default — add the ones you need from their groups. The purchase-order-level catalog deliberately carries none of them; they exist only on line-item templates.

Label sheet PDFs

A label sheet is a printable artifact with one rectangle per line item — barcode, SKU, variant title, quantity. Used to label received boxes for barcode-scan receiving.

Generate from the PO Actions menu → Print Labels. The dialog supports three output formats and two print modes:

Output format: PDF / CSV / XLSX. CSV and XLSX export the same label fields as flat rows (one row per SKU aggregated, or one row per individual label).
Print mode (PDF only):
- Simple — rule-based labels driven by the toggles in the dialog (label size, barcode style, fields shown). Configured at Settings → Label Printing → Simple Mode.
- Designer (Beta) — template-driven layout for custom designs. Build the templates in Settings → Label Printing → Advanced Designer and pick one at print time.

When the output format is PDF, the dialog also shows a Page Layout section with a PDF page type toggle — One per page, Two across (no gap), Thermal 2-up, or Multi-label sheet / roll. It defaults to your shop-wide setting from Settings → Label Printing → Preferences and can be changed per print job; in Designer mode, Thermal 2-up is only selectable while the selected template is 31.75 × 25.4 mm. Pick CSV or XLSX and the section disappears — page layout only applies to PDFs.

The default output format for label printing is configurable per shop — see the Label export preference.

The dialog’s second step (Settings) also has a Document Storage section with a Save labels to PO documents checkbox (labelled Save export to PO documents when the output format is CSV or XLSX). With PDF output, tick it to keep a copy of the label sheet in the PO’s Documents card in addition to the download — a “Labels saved” confirmation appears once it’s attached. The checkbox starts unticked every time the dialog opens; it is not a saved preference. Your file always downloads even if the save fails — you’ll see a single warning that the copy wasn’t attached, and you can upload the file you already have via Upload new document on the Documents card instead.

Label sheets generated as part of the receive flow are saved to the Documents card automatically — no checkbox involved. See Documents → What Logistified auto-attaches.