This is what happens in the video
When you export data to Excel from Business Central, the filtering options determine how much data you pull out and how it gets split. Used correctly, filters keep your export manageable. Ignored, they can leave you with an unnecessarily heavy data load.
You set filters in two places. The filter page at the top lets you filter on salesperson, customer, and company, which map directly to those three tables. The footer section lets you filter on location, variant, and the two global dimensions.
The item filter section lets you add as many filters as you want from the item card, for example unit of measure. This narrows the export down to only the items that match your criteria.
The most important takeaway is to pay attention to your filters before you run the export. Without them, the volume of exported data grows quickly.
How filters on the filter page work
Once you have added the options, the column you want to include, and the line you want to split on, you can manually select filters on the filter page first.
This page holds three filters: the salesperson filter, the customer filter, and the company filter. Each one relates to its corresponding table, so these filters are applied to those three tables in the loop that runs through the export.
Filtering on location, variant, and dimensions in the footer
In the footer section, you can filter on location, variant, and the two global dimensions. These are placed in the item filter section, but they are still used when the export runs through the location code, the item variant, and the two global dimensions.
If you filter on a dimension here and split per dimension, the export respects those filters. The filtering in the footer also applies to those specific tables.
Adding item filters to limit the data
On the item filter, you can add as many filters as you want from the item card. For example, you can filter on unit of measure. You look up the value in the unit of measure table, and the export only takes the items that match that filter.
Combined with the filters higher up, this narrows the result further. If you have two items selected at the top and you add a unit of measure filter, the export only takes the item that matches that unit of measure. This is how you minimize the data you extract.
Why you should pay attention to filters before exporting
Be aware of your filters before you run the export. Without them in place, it is very easy to end up with a heavy load of data. Setting the right filters first keeps the export focused on what you actually need.
Q&A
Where do I set filters when exporting to Excel from Business Central?
You set filters in two places. The filter page at the top covers salesperson, customer, and company. The footer section covers location, variant, and the two global dimensions. You can also add item filters from the item card.
Which tables do the salesperson, customer, and company filters apply to?
Each filter relates to its corresponding table. The salesperson filter, customer filter, and company filter are applied to those three tables in the loop that runs through the export.
Can I filter on unit of measure when exporting items?
Yes. On the item filter you can add filters from the item card, including unit of measure. You look up the value in the unit of measure table, and the export only includes items that match.
Why is it important to set filters before exporting to Excel?
Without filters, the volume of exported data grows quickly and you can end up with a very heavy load. Setting the right filters first keeps the export limited to the data you actually need.