Extracting data from your transactions

Data extracts can be created from Customs Management transactions by defining which specific fields, levels, and transaction types should be included, and the output format required. These extracts can be run automatically at specified intervals, and notifications sent to the relevant people, by creating a data subscription.

Creating data extract definitions

To create a data extract definition, follow the steps below.

• Prerequisite: You must have the I_CLIENTADMIN role.

1. From the Office menu, go to Master data > Data extract definitions.
   
2. Click New to create a new data extract definition or select and open an existing one to amend it. The Duplicate button can be used to create a new definition based on an existing one with the same start object, extraction level and format.
   

3. Enter the required information on the Data extract definition sheet, including:

   • Start object: from which the data is to be extracted. Note that live declarations and archived declarations are listed separately.
   • Extraction level: header or item level for the relevant country.
   • Format: CSV, JSON or XML.
   • Allowed for: role that allows you to perform extractions using this definition.

   Press the F1 key, while this screen is active, for further information.
   

4. If selecting CSV or JSON as the Format, a sheet will appear with the options available for the selected format. Switch to the CSV format options or JSON format options sheet and adjust any settings as necessary.
5. Once the Start object and Extraction level have been selected, the Field selection sheet will be available for you to define which fields are to be extracted. Fields that you have selected for extraction are marked with the tick icon.
   

6. If CSV format is selected: Select the required field and use the arrows to add or remove the field. Fields included in the extract are shown in the left-hand column.  Use the up and down arrows to define the order of fields.
   

   The field name displayed in the extract can be customized by amending the value in the Extracted column name column.

7. If JSON or XML format is selected: Select the required field and click the Add button to include that field in the data extract or click the Add all button to include all fields in the data extract. Included fields are shown in the right-hand column. The order and hierarchies are retained. Fields can be removed from the selection by using the Remove or Remove all buttons.
   

   Use the Change JSON name or Change XML name button to customize the display name for the selected field.

8. Click Save & close when done.

Running data extracts

To run a data extract, follow the steps below.

• Prerequisite: A data extract definition must exist for the transaction type you wish to extract data for. (See creating data extract definitions).
• Prerequisite: You must have the role allowed to run the data extract definition you select.

1. From the Office menu, go to Customs > required Country  > required Declaration type. (In this example United Kingdom > Export declarations (UK).
   
2. Select, or filter for, the transactions which you want to extract data from.
3. In the menu bar, click the declaration type menu (e.g. Export declaration) and select Extract data.
   
4. In the Data extraction window, select which objects the data should be extracted from (selected, displayed, or filtered) and choose the Data extract definition to use. Click the Create file… button.
   
5. When the file has been created, click the Download... button. When the download confirmation message is displayed, click Close.
   

Creating data subscriptions

Data extracts can be run automatically at specified intervals and notifications sent when the newly created files are available for download.

• The data extract files can also be accessed via the API. To configure access to your data extracts via the API, please contact AEB support.

To create a new data subscription, follow the steps below.

• Prerequisite: You must have the I_CLIENTADMIN role.
• Prerequisite: A data extract definition must exist for the transaction type you wish to extract data for. (See creating data extract definitions).

1. From the Office menu, go to Master data > Data subscriptions, then click New.
   

   Note: If you want to edit an already created data subscription, open the subscription and then click Activate change mode in the upper right corner of the screen.
   

2. Complete the fields on the Data subscription sheet detailing which extract definition and time frames should be used. Press F1, while on this screen, for further information on the fields displayed.
   
3. If available, the Free filter sheet can be used to restrict the objects included in the data extract. For example, you can define that only transactions with certain properties should be included. Details about the filter options can be found in the User Guide section Working with views and complex filters under “Defining specific searches using complex filters”.
4. Switch to the Notifications sheet and specify who should be notified by email, or by user message, when new subscription files are available.
   
5. Click Save & close to save your changes.
6. To test the data subscription, go to the Data subscriptions overview, Data subscriptions menu and select Run subscription now.
   
7. If configured accordingly, your application will then send emails and/or create notifications for the corresponding users. These notifications contain links to download the created subscription files.
8. Open the data subscription via the link (or open the data subscription via Master data) and switch to the Subscription files sheet. Here you can download all subscription files created. If you select multiple subscription files, you can download all of them in one ZIP file.