Some restaurants may have 3rd party systems that need to import data from Toast on a regular basis. To support this, Toast allows you to configure automated nightly exports for the following data types.
- Menu Item Selection Details (check line items)
- Modifier Selection Details
- Cash Entries / Adjustments
- All Items Menu Report
- Time Entries
- Accounting Report
These are the same export files that can be manually downloaded from the Toast online reports.
Exports are generated soon (generally within 1 hour) after each restaurant’s configured closeout hour. By default, the closeout hour for a restaurant is 4 am in the local timezone. Each export file will contain the relevant data for the previous business day.
This feature exports a day's worth of reports per location at a time, not aggregated data for a date range. Data is stored for 7 days before being cycled out.
If your location is part of multi-location group within Toast, the login credentials Toast provides will give access to the exported data of all locations within the group. Each location will have its own numbered folder. You can download a report of your Restaurant Number Mappings here after logging into www.toasttab.com.
Only users with the Data Export Config permission can modify the data export setup for your restaurant group.
Once a user has been granted this permission, the Data Exports configuration page will be visible on the Toast home page.
If your restaurant’s group has not yet been set up for exports, you will see the following warning on that page:
Once you’ve contacted Toast support and they have set up your access, you will be able to enable and configure the different exportable data types. You can choose which columns you would like to export and their order. This order and selection will remain consistent even as the default reporting columns on the web change with new Toast releases.
As indicated in the image above, if your restaurant is part of a restaurant group, the export configuration will apply to all restaurants in that group.
Retrieving Data Files
Export files are stored in Amazon S3 for 7 days, after which they are deleted. When data exports are enabled for your restaurant group, you will be provided with the following information that will allow you to retrieve your export files:
- S3 Access Key ID
- S3 Secret Access Key
- Restaurant Numbers
There are a number of clients, both graphical and command line, that you can use to retrieve the export files. The examples in this document use the Amazon Command Line Interface, which is available for Windows, Mac, and Linux operating systems. There is also a short intro to using a graphical tool called Cyberduck at the end of this article.
Export files will be stored in S3 with the following convention:
s3://restaurant-exports/[username]/[restaurant #]/[yyyymmdd]/[type prefix].csv
The following table lists the file name prefixes for the different exported data types:
|Menu Item Selection Details||ItemSelectionDetails|
|Cash Entries / Adjustments||CashEntries|
|All Items Menu Report||AllItemsReport|
Note that you may wish to skip to the sync command (example 5) if you want the easiest way to automatically retrieve all new files.
These command assume a username of ‘testexportuser’, with a restaurant group that has two restaurants (numbers ‘123’ and ‘456’).
1. List the restaurant folders under your username
aws s3 ls s3://restaurant-exports/testexportuser/
2. List the contents of a particular restaurant’s folder
aws s3 ls s3://restaurant-exports/testexportuser/123/
3. List one day’s export folder
aws s3 ls s3://restaurant-exports/testexportuser/123/20140629/
4. Retrieve a single export file
aws s3 cp s3://restaurant-exports/testexportuser/123/20140629/OrderDetails.csv .
5. Retrieve all new files (recursively) for your restaurant group
aws s3 sync s3://restaurant-exports/testexportuser/ .
Alternate Tool - Cyberduck
If you would like a graphical tool to explore your data exports, you can use a tool called Cyberduck. The following steps will get you connected to your exports folder:
1. Install Cyberduck from its website at https://cyberduck.io/.
2. Open Cyberduck
3. Click the Open Connection button in the toolbar
4. Choose S3 (Amazon Simple Storage Service) from the connection type picker at the top of the Open Connection
5. Enter the Access Key and Secret Key you received from Toast Support as shown in the image below.
6. IMPORTANT - You must expand the More Options section as seen in the image above and enter in the following path (substitute the username given to you by Toast Support for the example testexportUser value shown):
Since you only have access to that specific folder, if you don't enter this path you will get an error when you try to connect.
7. Click Connect and you should see a familiar folder explorer view like shown in the image below. Remember that the top level folders each correspond to a restaurant in your restaurant group.
The contents of your restaurant group’s folder can only be accessed by the access key / secret key combination that you have been given. You cannot view other restaurant group’s data and vice a versa.
If your secret key is compromised, that key’s access can be revoked and a new key can be generated by Toast Support.