Welcome to the Data Export Reports FAQ!
This FAQ covers the most common questions about Data Export reports in CaterZen. Data Export Reports allow you to pull detailed information into Excel, PDF, or emailed reports. These reports are commonly used for CRM management, accounting review, order analysis, and communication tracking.


Below are answers to the most common questions Customers have about Data Export Reports and which report to use.

Where do I find Data Export Reports?

All Data Export Reports are located under:
More → Reports → Data Export Reports

From there, you can select the specific report you want to run.

What file format do Data Export Reports use?

Most Data Export Reports export to Excel. Some reports also allow you to:

  • Print

  • Download as PDF

  • Email the report

The available options depend on the specific report.

Which report should I use to see all my orders?

Use the Order List Report.

This report is best for:

  • Reviewing order totals

  • Analyzing taxes, tips, and discounts

  • Filtering orders by date, customer, company, location, or order status

  • Exporting order data for accounting or reporting

Which report shows all Customers in my system?

Use the Contact List Report.

This report allows you to:

  • View all CRM contacts

  • Filter by prospect status, order history, spend amount, or groups

  • Export contact details such as email, phone, company, and address

  • Add exported contacts to CRM groups

Which report shows all Companies in my CRM?

Use the Company List Report.

This report is commonly used to:

  • Review company-level sales and order history

  • Identify tax-exempt companies

  • Filter by spend, order count, or last order date

  • Export company contact and billing information

Which report should I use to see Customers who haven’t ordered recently?

Use the Customer Reactivation Report.

This report helps you:

  • Identify Customers who have not placed an order within a specific timeframe

  • See last order date and total sales

  • Quickly access the Customer record for follow-up

Note: This report is not connected to automated reactivation letters.

Which report shows expired credit cards?

Use the Credit Card Expiry List.

This report:

  • Shows only credit cards that are expired within the selected date range

  • Includes Customer contact details and last four digits of the card

  • Is often used for proactive Customer outreach before payment issues occur

Which report shows delivery addresses?

Use the Delivery Address List.

This report allows you to:

  • Export saved delivery locations by company

  • View delivery notes, addresses, and GPS coordinates

  • Review delivery data for routing or cleanup purposes

Which report shows prep items?

Use the Prep Menu Item List.

This report:

  • Exports directly to Excel

  • Lists all prep items created in your system

  • Is helpful for kitchen setup reviews and internal audits

Which report shows email delivery issues?

Use the Email Status Report.

This report is useful when:

  • A Customer says they did not receive an email

  • You need to confirm if an email was delivered, dropped, rejected, or pending

  • Reviewing email history for specific orders or addresses

Which report shows text message notifications?

Use the SMS Text Message Status Report.

This report shows:

  • When text messages were sent

  • The phone number used

  • Message content and confirmation details

Which report shows phone call notifications?

Use the Phone Notification Status Report.

This report helps you:

  • Confirm whether order notification calls were attempted or completed

  • Review call duration and timestamps

  • Troubleshoot missed or failed call notifications

Which report shows fax activity?

Use the Fax Status Report.

This report displays:

  • Sent and received fax status

  • Date and time of activity

  • Fax IDs and current state

Note: Fax usage is billed per page.

Which reports are related to mailed letters?

There are two reports related to mailed letters:

  • Pending Mail Report
    Used to review letters queued to be mailed, preview them, cancel them, or remove a Customer from future mailings.

  • US Mail Report
    Used to track mailed letters, view delivery status, preview letters, and review tracking information.

Can I email Data Export Reports instead of downloading them?

Yes. Most Data Export Reports include an option to email the report instead of downloading it directly.

Why don’t I see results in my report?

Common reasons include:

  • No data matches the selected date range or filters

  • The parameter checkbox was not selected

  • The report only shows results for specific conditions (for example, expired cards only)

Double-check filters and date ranges before regenerating the report.

Support

For additional help, refer to the CaterZen Support Center or contact our CaterZen Support Team.


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