Toast Data Exports Overview

In this Article:

• Data Exports Overview
• Configure Exports
• Steps to Create SSH and Connected to SFTP via Cyberduck & Terminal
  • Third-Party Vendor Access
• Data Exports Security
• Missing/Incomplete Data

Data Exports Overview

Some restaurants may have third-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:

• Sales/Finance
  • Order Details
  • Payment Details
  • Item Selection Details
  • Modifier Selection Details
  • Kitchen Details
  • Cash Management
  • Product Mix (All Items)
• Labor/Employee
  • Time Entries
• Accounting
  • Accounting
• Configuration
  • Menu

These are the same export files that can be manually downloaded from the online reports on Toast Web (your restaurant's back-end).
 

Exports are typically generated within one hour after each restaurant's configured closeout hour. By default, the closeout hour for a restaurant is 4:00 a.m. 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 seven days before being cycled out.
 

If your location is part of a 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 in to Toast Web.

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Configure Exports

You must contact Toast Customer Care to receive data export access. Only users with the 8.3 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 via Reports > Settings > Data Exports.
 

If your restaurant's group has not yet been set up for exports, you'll see the following warning on that page:

Once you've contacted Toast Customer Care and they've set up your access, you'll be able to enable and configure the different exportable data types. You can choose the name and order of the columns you'd like to export. 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.

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Create SSH and Receive Your Data Export

The steps to create a public SSH (Secure Shell) key and add the key in Toast Web are described in our platform guide. You will need to contact Toast Customer Care for a manual data export. Data exports are not self-serviceable at this time. 

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Third-Party Vendor Access for Data Exports

1. Third-party vendors (partners of restaurants) would be required to follow the above process and generate their own SSH key(s). 
2. The third-party vendor would then share their SSH public key with the restaurant user contact. 
3. The restaurant user would then add the third-party vendor's SSH key to the Toast back-end on the SSH keys page (see images above). 
4. When the steps above are completed, the third-party vendor will be able to access data exports by using the customer's SFTP username, server URL, and third-party's SSH key. 

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Data Exports Security

The contents of your restaurant group's folder can only be accessed by users who have generated their SSH key and whose public keys are added to the Toast Web, following the process above. You cannot view other restaurant groups' data and vice versa. 

If your public key is compromised, that key's access can be revoked by selecting the Delete icon next to the public key list and generating a new key to add to Toast Web. 
 

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Missing/Incomplete Data

Once Data Exports are processed, the data within the export will remain the same as of the time/day it was exported. Any alterations made to a previous day's sales/reporting in Toast after the files are exported will not be reflected in the data export, as it does not automatically update data.

Sale Dates with altered data cannot be recent to the Data Export. Reports in Toast Web will need to be exported manually in order to export reports with changed or altered information.  

Alternatively, a Reporting Partner can be used to allow for updates to be re-pulled as needed by the Partners platform. Please navigate to My Integrations on your Toast Web account to see a list of currently available Reporting Integrations.

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