Export Invoices
You can export invoice data from Kampus SIS for use in external accounting systems, reconciliation spreadsheets, or audit reporting. Exports are processed asynchronously — once you submit the export request, Kampus SIS prepares the file in the background and delivers a download link to your email address when the export is ready.
Export Invoices
- Go to Finance → Invoices.
- Apply any filters to narrow down the invoices you want to export (see Filter Options). Filters you set in the list are reflected in the export.
- Click the Export button in the top right area of the list.
- In the export configuration panel:
- Choose your Export Format (CSV, XLS, XLSX, or PDF).
- Select the Columns to include in the export. Toggle individual columns on or off.
- Toggle Include Student Names if you need student identifiers in the export. Disable this toggle for PII-restricted reports.
- Optionally enter a Password to protect the export file. Recipients will need this password to open the file.
- Click Export.
You will see a confirmation that the export has been queued. When processing is complete, an email is sent to your registered address with a secure download link. Download links expire after 48 hours.
Note: Large exports with many rows may take several minutes to process. You do not need to keep the browser open while the export runs.
Filter Options
Apply one or more of the following filters before exporting to limit the data included in the file:
- Status: Filter by one or more invoice statuses — Draft, Issued, Partially Paid, Paid, Void, Written Off.
- Student: Export invoices for a specific student.
- Issue Date Range: Export invoices issued between two dates.
- Due Date Range: Export invoices with due dates within a date range.
- Currency: Export invoices in a specific currency only.
Pro Tip: To export all outstanding invoices for a given month, set the Status filter to Issued and Partially Paid, and set the Issue Date Range to the relevant month before clicking Export.
Export Formats
Kampus SIS supports the following export formats for invoice data:
- CSV: Plain-text comma-separated values. Compatible with any spreadsheet application and most accounting software.
- XLS: Microsoft Excel 97–2003 format. Use this only if your system requires the older format.
- XLSX: Microsoft Excel format (2007 onwards). Recommended for most spreadsheet use cases.
- PDF: A formatted tabular report. Use PDF exports for printing or sharing with stakeholders who do not need to manipulate the data.
Exportable Columns
The following columns are available when configuring your invoice export:
| Column | Description |
|---|---|
| Invoice Number | The unique invoice identifier (e.g., INV-26-0001). |
| Student Name | Full name of the invoiced student. Toggle visibility with Include Student Names for PII compliance. |
| Student ID | The student’s system identifier. Useful for cross-referencing with other systems without including names. |
| Status | Current invoice status. |
| Currency | ISO currency code (e.g., LKR, USD). |
| Issue Date | Date the invoice was issued. |
| Due Date | Payment due date. |
| Grand Total | Total invoice amount before payments. |
| Total Adjustments | Sum of all active adjustments applied to the invoice. |
| Total Paid | Sum of all receipt allocations applied to the invoice. |
| Balance Due | Remaining amount owed. |
Export Templates
If you regularly run the same export with the same filter and column configuration, save it as an export template to avoid reconfiguring it each time.
To save an export template:
- Configure your filters and export settings as usual.
- Before clicking Export, click Save as Template.
- Enter a name for the template (e.g., “Monthly Outstanding Invoices — LKR”).
- Click Save.
To use a saved template:
- Go to Finance → Invoices and click Export.
- Select your template from the Saved Templates dropdown. Your previous filters and column selections are restored.
- Adjust any settings if needed, then click Export.
Templates are personal — they are only visible to the user who created them.
Permissions
The ability to export invoice data is controlled by the organisation.export permission. Users without this permission will not see the Export button on the Invoices list. Permissions are assigned to roles under Settings → Users & Roles.