Exports and Reporting¶
myShop has three separate exports. They answer different questions, and the one people most often need — the file bundle — is the least obvious.
All orders¶
From the dashboard, exports every order as a spreadsheet (.xlsx), one row per order line.
Columns cover the order number and confirmation number, purchaser name and email, the product, price, quantity and options, billing and shipping details, total paid, order date, payment method, notes, phone, school, student name, student sponsor, the linked myblueboard account, and status.
Alongside those it carries promo code and discount detail, whether the order was taken at the point of sale, whether it's archived, and a plain-language summary of anything the purchaser filled in at checkout.
The workbook has a second sheet, Checkout Responses, with one row per answer — the order and confirmation number, purchaser, product, which item and which question, the answer itself, and a link to any file they uploaded. Use the first sheet for money and the second for what people typed.
By default this covers active orders only. There's an option to include archived orders — use it for end-of-season or full-year reporting, or your totals will be missing everything you've archived.
This is the export for accounting and reconciliation.
One product's orders¶
From a product's dashboard, exports just that product's orders as a CSV. The file is named after the product and the date. This is the export for fulfilment: the shirt order you're handing to a supplier, the roster of who bought what for a distribution table.
It includes everything the purchaser entered at checkout, one column per question, each
named Response: followed by your field's label — Response: Student's name. The prefix
matters: it keeps a purchaser's answer separate from the order's own School and Student Name
columns, which can carry the same heading.
Repeatable fields get numbered columns (Response: Name to honor #1, #2, and so on). File
uploads get three columns each — the file name, a direct link to it, and any text that came
with it.
One column per option¶
If a product has options — sizes, donation levels, sponsorship tiers — each option also gets
its own column, named Option: followed by the option: Option: XL, Option: 2XL. The
cell holds how many of that option the order contains.
The packed Options/Details column stays exactly as it was, so nothing you already rely on moves. The new columns sit alongside it:
| Options/Details | Option: Small | Option: Medium | Option: Large | Option: XL | Option: 2XL |
|---|---|---|---|---|---|
XL=2 2XL=1 |
2 | 1 | |||
Medium=1 |
1 | ||||
Large=1 2XL=1 |
1 | 1 |
This is what makes a pivot table work, and it means you can total a size by summing its column instead of reading every cell by hand.
Every option you defined on the product gets a column, including ones nobody bought — an
empty column tells you a size didn't sell, which is just as useful when you're placing a
reorder. Options that carry a surcharge share their parent option's column, so a Large and a
Large +$5.00 are counted together.
Numbered products don't get option columns
Raffles and numbered tickets store the ticket number in the same place, so they're deliberately left out — otherwise you'd get one column per ticket sold.
Why one order can appear on more than one row¶
If someone buys two of a product and answers a question for each one, that order takes two rows — one per item, numbered in the Unit # column. It isn't a duplicate.
To keep your totals honest, the money columns — and the Option: counts — are filled in on the
first row only. The second row leaves quantity, price and item total blank, so adding up a
column gives you the real figure rather than double-counting.
Answers to questions asked only once — see how often each field is asked — repeat on every row for that order, since they apply to all of it.
Purchaser file uploads (submissions ZIP)¶
The one worth knowing about. For any product using checkout fields, this downloads a ZIP containing:
- An
images/folder with every file purchasers uploaded - A
submissions.csvmanifest tying each file back to its order, purchaser, unit and the field it answered
This is what makes ad books, sponsor programs and personalized merchandise workable. Without it you'd be downloading artwork one order at a time and trying to remember which file belonged to whom.
Filenames encode the order number, product, unit and field label, so the files stay identifiable outside the ZIP.
Missing files are reported, not skipped silently
If a file can't be read from storage, the manifest records it as (file missing) rather
than failing the whole export. Check the manifest for that marker before assuming you
received everything — a missing row is easy to miss when you're looking at a folder of
artwork.
The manifest also includes text responses, so it doubles as a readable record of what each purchaser entered.
Which export to use¶
| You need | Use |
|---|---|
| Reconcile money for the season | All orders, with archived included |
| Hand a supplier what to make | That product's orders |
| Collect artwork for the program | Submissions ZIP |
| Check what someone typed at checkout | That product's orders, or Track Orders |
| See every checkout answer across all products | All orders → Checkout Responses sheet |
| Find orders where a required answer is missing | That product's orders — look for empty Response: cells |
| Total how many of each size to order | That product's orders — sum the Option: columns |