> For the complete documentation index, see [llms.txt](https://docs.rafflex.io/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://docs.rafflex.io/downloads-and-reports/downloads/orders-export.md).

# Orders Export

Export a full list of orders with customer details, pricing, payment method, and status. Filter by date, payment gateway, or order status.

***

The Orders report gives you a complete record of the orders placed on your site as a spreadsheet (CSV file). Each row is one order and includes the customer's details, what they paid, how they paid, and the current status of the order. You can filter by date range, order status and payment gateway to narrow down the results.

It is the best report to use for bookkeeping, checking your takings against your Cashflows or PayPal statements, and answering "how many orders did we take last month?".

***

### How to Generate

1. In the **admin panel**, open **Analytics** from the left-hand menu.
2. Click the **Download Reports** button at the top of the page. This opens the **Downloads** page.
3. Click **Generate Report**.
4. Choose **Orders** from the menu. It sits in the same group as **Sales** and **Payment Gateway**.
5. Set your **Date Range** and any other filters (see below).
6. Click **Submit**.

You will see a **Download Started** message. The report is prepared in the background, and you will receive an email when it is ready. You can also stay on the **Downloads** page and click **Download** next to the report once its status shows as complete.

{% hint style="info" %}
**Can't see the Download Reports button?** Contact Rafflex support and we will help you get access. If you are a staff member and cannot see **Analytics** in the menu at all, your account probably has the **Restrict Financials** restriction, which blocks Analytics and all downloads. The site owner can change this, as explained in [Staff Accounts and Access](/managing-your-site/customers/staff-accounts-and-access.md).
{% endhint %}

{% hint style="info" %}
You can have up to 3 reports being prepared at once. If you see **Report Limit Reached**, wait for one to finish before starting another.
{% endhint %}

***

### Filters

#### Date Range

Choose one of the ready made ranges: **Last 1 Day**, **Last 3 Days**, **Last 5 Days**, **Last 7 Days**, **Last 14 Days**, **Last 30 Days** (the default) or **Last 60 Days**.

To pick your own dates, choose **Custom**. Two date boxes appear, **From Date** and **To Date**. A custom range can cover up to 3 months. For a longer period, run the report more than once (for example one quarter at a time) and combine the files.

Orders are included based on the date they were **placed**.

#### Order Status

* **All Orders** (the default). Every order, whatever its status.
* **Complete**. Only orders that were paid for and have tickets. Choose this for sales and bookkeeping.
* **Pending**. Orders where the customer started checkout but has not finished paying.
* **Canceled**. Orders that were cancelled.

Refunded and failed orders do not have their own option. They are only included when you choose **All Orders**.

{% hint style="warning" %}
**All Orders** includes unpaid and cancelled orders. If you are adding up sales, choose **Complete**, or filter the **Status** column in your spreadsheet before you total anything.
{% endhint %}

#### Payment Gateway

* **All Gateways** (the default).
* **Cashflows**. Orders paid in full by card, Apple Pay or Google Pay.
* **PayPal**. Orders paid with PayPal.
* **Wallet**. Orders paid in full with [site credit](/additional-settings/site-credit-and-wallets.md).
* **Partial Payment**. Orders paid partly with site credit and partly by card.
* **Stripe**. Only relevant if your site took payments through Stripe in the past. Most sites can ignore it.

Free orders and postal entries do not have their own option. To include them, choose **All Gateways**.

To learn more about the payment options your customers see, see [Payment Gateway](/getting-started/payment-gateway.md).

***

### What's Included

Each row represents one order. The newest orders are at the top.

| Column              | What it shows                                                                                                   |
| ------------------- | --------------------------------------------------------------------------------------------------------------- |
| **Order ID**        | The order number.                                                                                               |
| **Date**            | When the order was placed.                                                                                      |
| **User ID**         | The customer's account number on your site.                                                                     |
| **Email**           | The customer's account email address. This is blank if the customer's account has since been deleted.           |
| **Name**            | The name entered at checkout.                                                                                   |
| **Phone**           | The phone number entered at checkout.                                                                           |
| **Subtotal**        | The value of the tickets before any discount.                                                                   |
| **Coupon Discount** | Money taken off by a [discount code](/marketing/website-tools/promos-and-discounts.md).                         |
| **Credit Used**     | Site credit spent on the order.                                                                                 |
| **Total**           | The amount recorded as the order total (see the note below).                                                    |
| **Card Paid**       | The money actually paid through your card provider or PayPal. This is zero for Wallet orders.                   |
| **Order Value**     | The full value of the sale: **Card Paid** plus **Credit Used**.                                                 |
| **Payment Gateway** | How the order was paid, for example **Cashflows**, **PayPal**, **Wallet**, **Partial**, **Free** or **Postal**. |
| **Status**          | The order status, for example **Complete**, **Pending** or **Canceled**.                                        |
| **Items Count**     | How many different competitions were in the order.                                                              |

{% hint style="success" %}
**Which money column should I use?**

* For **bookkeeping the full sale**, use **Order Value**. It is the whole value of each order, however the customer paid for it.
* For **matching against your Cashflows or PayPal statements**, use **Card Paid**. It only counts money that came in through your payment provider, not site credit.
* Avoid adding up **Total** on its own. For Partial orders it only includes the card part, while for Wallet orders it is the site credit spent, so the sum does not mean a single thing.
  {% endhint %}

{% hint style="info" %}
**Items Count** counts competitions, not tickets. An order with 50 tickets for one competition has an Items Count of 1.
{% endhint %}

***

### Need Something Quicker?

For a fast look at a single week of orders, you can also use the **Export** button at the top of the **Orders** list. It downloads straight away instead of by email, but it covers a maximum of 7 days, always includes every status, and has a shorter set of columns. See [Orders](/managing-your-site/orders.md#export).